Overview
A busy CEO is seeking a top-notch chief of staff/estate manager to help streamline both his professional and personal life. The schedule will be Monday through Friday from 8/8:30am to 5/5:30pm, however the candidate must have a 24/7 mentality. The candidate will work out of an office located on the grounds of the CEO's home in Miami Beach, FL. Candidates must be local to the area. Relocation is not being offered.
Responsibilities
- Collaborate with estate staff to manage entire estate: 10,000+ square foot home and grounds (1/2 acre)
- Oversee the operation, repairs, and routine maintenance of the Estate and provide regular feedback on the status of ongoing projects.
- Contact, screen, propose and oversee vendors. Compare multiple bids, supervise work, review invoices-and track budgets.
- Supervise and coordinate on-site activities and provide day-to-day direction to outside contractors, landscapers, gardeners, vendors, and other service and goods providers including scheduling appointments for service.
- Prepare maintenance schedule to address estate needs and conduct regular walk-throughs of property.
- Supervise construction and renovation projects, from coordination of schedules to monitoring and daily oversight of subcontractors.
- Maintain seasonal routines and procedures for the household interior and exterior needs: landscaping, window washing, power washing, etc.
- Walk estate and household regularly to assess landscaping, irrigation, and general estate condition are aligned with Principal’s standard
- Plan and coordinate events taking place at the estate in conjunction with other estate staff (personal chef, and housekeeper)
- Supervise housekeeper
- Assist with organization of Principal’s office and other areas of the estate (including staff quarters) including stock miscellaneous household items as needed, and maintenance of vehicles.
- Maintain all professional and personal files in an organized manner with appropriate safeguarding of confidential information.
- Schedule and coordinate Principal’s calendar; schedule calls and meetings, coordinate activities, manage relationships and information flow with all business associates, including board members and staff.
- Assist California property manager with CEO’s California estate.
- Arrange worldwide travel and accommodations of CEO’s business and personal travel (e.g. political and religious events), book accommodations and reserve ground transportation between airport, hotel, board meetings, and outside dinners.
- Coordinate flight schedule with Aviation Team and communicate schedule changes throughout the trip. Apprise CEO of aircraft maintenance and other aircraft matters as communicated by Director of Maintenance.
- Assist with receiving, screening, and routing incoming telephone calls, mail, publications and correspondence; pro-actively handle information requests and maintain call log.
- Serve as back-up to other estate staff to cover on days off and vacation time when necessary.
Qualifications
- Highly organized and sophisticated individual with the ability to manage multiple tasks and strategically prioritize them
- Proactive, energetic, detail-oriented; able to anticipate the CEO’s needs and provide exceptional service in a timely manner
- Ability to grasp concepts quickly, anticipate needs, and report back on deliverables
- Ability to work independently and multitask to oversee a multitude of responsibilities and ever-changing list of priorities
- Flexible team player with a “no task too big or too small” attitude
Requirements
• Exceptional project management skills. • Excellent interpersonal skills to establish and maintain support.• Superior process and time management skills. • Tech savvy candidate who can leverage technology and is proficient in modern technology including knowledge of MS Office Suite (particularly Microsoft Outlook).• General understanding of household mechanical systems, appliances, technology and routine maintenance practices of these systems. • Must be a self-starter and treat the property as if it is their own.• Maintain the highest level of confidentiality and discretion at all times.• Availability to travel with CEO on business trips when needed.• Outstanding references from both current and previous employers. • Flexible scheduling with ‘24/7’ mentality• Valid driver’s license.• 4-Year degree from accredited college or university strongly preferred
Salary and Benefits
Competitive salary and benefits
