Chief of Staff (Ref#096)

Chief of Staff

Full-Time • Fort Worth, TX (On-Site)•

Position Overview

This is a single-family office in Fort Worth, and it runs differently than most workplaces you've been in. There's no fast-track ladder here and no new title every year. What there is: a small, senior team, a steady operating rhythm built on EOS, and a level of trust most roles never offer. You'll sit at the center of it — legal documents, contracts, entity records, operations, HR, IT, and eventually the family's philanthropic relationships all run through you.

The core of the job is legal-operations work at a senior paralegal level: maintaining trust and entity records, doing first-pass review and redlining on contracts and agreements, and knowing exactly when something needs to go to outside counsel. Around that core, you'll run the EOS cadence, manage the PEO and IT vendor relationships, and support leadership and family members with the kind of discretion a family office demands.

Most weeks move at a deliberate pace. Some — tax season, a transaction, an entity change — will ask a lot more of you, fast. If you're the kind of person who does your best work when you're fully relied on, and who wants to build something measured in years rather than quarters, this role was built for you. No relocation assistance is available, so you should already call Fort Worth or the rest of Texas home.

Key Responsibilities

Legal Document & Contract Management (Non-Attorney)

• Maintain and organize operating agreements, trust documents, entity formation records, and governance files.
• Conduct first-pass review, drafting, and redlining of contracts, NDAs, and engagement letters.
• Own contract tracking, renewal calendars, annual filings, registered agent coordination, and compliance deadlines, including BOI/FinCEN and KYC/AML requirements and business licenses.
• Liaise with outside counsel on complex or high-value matters.

Operations & EOS

• Facilitate the EOS cadence, including weekly L10 meetings and quarterly and annual planning.
• Own Rock tracking, To-Do follow-through, the Issues list, and Scorecard and KPI reporting.
• Document and improve SOPs, and lead process-improvement initiatives.

HR & Benefits (PEO) / IT & Vendor Management

• Serve as the point of contact for the PEO relationship, covering benefits, 401(k), time and PTO, and recruiting and onboarding.
• Manage the managed service provider relationship, including help desk support, device provisioning, cybersecurity posture, and software licensing.

Executive Support, Office Management & Family Engagement

• Provide calendar coordination, travel planning, expense reconciliation, and confidential correspondence support to leadership and family members.
• Manage in-office point-of-contact functions and plan company and family events.
• Support next-generation family programming.

Family Office & Financial Operations Support

• Assist with insurance renewals and tracking.
• Support accounting and treasury with bill pay and AP as needed.
• Help prepare board and annual meeting materials and minutes, and establish centralized records management.

Philanthropy Coordination (Growing Over Time)

• Manage inbound correspondence for the family's charitable giving relationships, growing into a stewardship role as this function expands.

Qualifications

EXPERIENCE

• Minimum 3 years of hands-on experience managing legal documents at a paralegal level, including entity records, operating agreements, trusts, contracts, and corporate governance files.
• First-pass contract review and redlining experience, with sound judgment on when to escalate to outside counsel.
• Background typically gained as a senior paralegal (corporate, trusts and estates, or transactional), in legal operations or contract management, in trust administration, or in corporate entity management.
• Experience in a family office, RIA, private equity firm, trust company, or small or solo law practice is strongly preferred.
• Bachelor's degree preferred. A paralegal certificate or equivalent formal legal training is strongly preferred but not required; a non-practicing JD is also a fit.
• No bar admission or active licensure required — this is explicitly a non-attorney, legal-project-management role.

TECHNICAL KNOWLEDGE

• Hands-on PEO administration experience preferred, such as Insperity, ADP TotalSource, or TriNet.
• Familiarity with EOS preferred, including L10 meetings, Rocks, and Scorecards.
• Comfortable with bill pay and accounts payable.
• Technology and AI competence, with the ability to use AI tools effectively in legal and administrative work.

LEADERSHIP & COMMUNICATION

• High discretion and a family-office temperament — comfortable handling confidential family and business matters.
• Comfortable with a steady, deliberate pace that includes genuinely quiet stretches, balanced with the ability to shift into a higher gear for transactions, deadlines, or family needs.
• Proactive ownership — identifies gaps and addresses them without being asked.
• High EQ, humility, and backbone in equal measure — willing to do both substantive legal-adjacent work and hands-on administrative tasks, and to push through obstacles with confidence rather than accepting no at face value.
• Genuine alignment with a values-based, faith-informed culture. This is a real fit consideration, not a formality.
• English required.

Work Environment

This role is based on-site in Fort Worth, working within a small, senior team in a private family office setting. The pace is steady and deliberate most of the year, with defined periods — tax season, transactions, entity changes, family events — that require real surge capacity. No relocation assistance is provided, so candidates should already be based in the Fort Worth/DFW area or elsewhere in Texas.