Director Of Operations (Family Office)

The Director Of Operations will oversee and manage the day-to-day financial administration, tax and compliance, provider and vendor relations, estate and succession planning, property and philanthropic management, and legal and regulatory compliance for the family office. This role requires a highly organized professional with strong financial acumen and discretion to ensure the seamless execution of operational and financial responsibilities.

Financial Administration

• Budgeting and Cash Flow Management
• Develop and monitor the family’s budget, ensuring all expenses are planned and tracked.
• Manage cash flow to ensure liquidity for ongoing obligations.
• Tracking Investment Costs
• Maintain detailed records of investment-related expenses, including fees, taxes, and other costs.
• Provide regular updates on total costs and net returns.
• Investment Reporting
• Compile reports on the family’s investment performance by consolidating data from the Chief Investment Officer (CIO) and investment managers.
• Present clear and accurate financial statements and investment summaries to the family.
• Tax Document Coordination (K-1 Follow-up)
• Ensure timely receipt and distribution of K-1 forms and other tax documents to accountants for accurate tax filing.

Tax and Compliance

• Tax Planning and Compliance
• Oversee tax return preparation and filing, coordinating with tax advisors to ensure compliance.
• Review contracts and invoices for accuracy and adherence to legal and fiscal requirements.
• Provider and Vendor Management
• Sourcing and Managing Providers
• Identify and engage service providers, including legal advisors, tax consultants, and financial planners, to support the family’s needs.
• Monitor and evaluate provider performance to ensure alignment with expectations.

• Estate and Succession Planning
• Succession Planning and Estate Management
• Maintain detailed records of the family’s succession plans, including wills, trusts, and legal structures.
• Ensure estate planning documents are up to date and reflect the family’s current wishes.
• Administrative Duties
• Bill Payment and Record Keeping
• Manage the timely payment of invoices and expenses.
• Maintain organized and accurate records of financial transactions and communications.

Property and Philanthropic Management

• Oversee the management of family properties, including bill payments, insurance, and record-keeping.
• Hire and supervise staff as needed for property maintenance and household services.
• Philanthropic Management
• Support the execution of the family’s philanthropic initiatives, ensuring proper tracking of charitable contributions for tax purposes.
• Manage the administration of family foundations and charitable trusts.

Legal and Regulatory Compliance

• Ensure family operations comply with relevant laws and regulations.
• Coordinate with legal advisors to address any legal issues.

Coordination and Communication

• Act as the central point of contact for all service providers, ensuring smooth communication and coordination.
• Facilitate communication between family members and external advisors, keeping all parties informed and aligned.