Chief of Staff

Career Group; San Francisco (CA); On-site; USD 250,000 - 275,000; Full time

Benefits offered by this job

Medical coverage 80%

Dental and vision coverage 100%

Paid holidays

Job summary

Career Group is seeking an experienced Executive Personal Assistant / Chief of Staff to support a philanthropic principal and manage the private home office across four properties. This high-touch role requires discretion, superb judgment, and a proactive, tech-savvy approach to both professional and personal duties.

The position is temp-to-hire in San Francisco, CA, with full-time hours and flexibility for occasional travel and events.

Qualifications

• 5+ years of experience supporting UHNW individuals or families in private settings.
• Experience in a private home or family office environment is strongly preferred.
• Exceptional organizational skills and meticulous attention to detail.
• Ability to anticipate needs and proactively solve problems.
• Strong technology skills including Apple systems, Microsoft Office, and AI tools.

Responsibilities

• Manage day-to-day operations of the private home office.
• Maintain complex calendars, schedules, contacts, and databases.
• Serve as principal’s gatekeeper and primary contact.
• Coordinate travel arrangements and itineraries across domestic and international trips.
• Oversee household staff and service providers across multiple properties.

Skills

Discretion

Calendar management

Travel coordination

Tech savvy

Vendors relations

Financial administration

Tools

Apple systems

Microsoft Office

AI tools

Job description

Location: Pacific Heights, San Francisco, CA

Schedule: Full-time, Monday-Friday, 9:00 AM-5:00 PM, with flexibility required for occasional evening and weekend events

Industry: Private Family Office / Philanthropy

We are seeking an experienced, highly organized, and discreet Executive Personal Assistant / Chief of Staff to support a philanthropic principal and oversee the day-to-day operations of a private home office. This is a high-touch role requiring exceptional judgment, attention to detail, and the ability to seamlessly manage both professional and personal responsibilities. The ideal candidate is polished, proactive, technologically savvy, and comfortable operating in a fast-paced private household environment while maintaining the highest level of confidentiality.

** Please note this is a temp-to-hire opportunity located in San Francisco, CA. The pay range is $250,000 - $275,000 based on experience. **

Key Responsibilities

• Manage the day-to-day operations of the private home office.
• Maintain complex calendars, schedules, contacts, and databases.
• Serve as the principal’s primary professional gatekeeper and point of contact.
• Manage and organize daily mail, correspondence, reports, and administrative materials.
• Anticipate needs and proactively manage priorities and competing demands.
• Handle highly sensitive and confidential information with complete discretion.
• Coordinate complex domestic and international travel arrangements.
• Develop detailed itineraries covering private aviation, commercial travel, accommodations, ground transportation, and activities.
• Maintain comprehensive backup plans and proactively troubleshoot travel-related issues.
• Coordinate travel logistics with household staff, vendors, and external partners.
• Oversee and coordinate household staff and service providers.
• Manage vehicle maintenance, servicing, and related logistics.
• Coordinate private jet maintenance and scheduling with appropriate vendors and service providers.
• Oversee ongoing maintenance, repairs, renovations, and projects across multiple properties.
• Coordinate with established vendors and contractors to ensure properties are maintained to the highest standards.
• Support operations across four properties located in California, Massachusetts, and New York.
• Assist with the planning and execution of private events at the principal’s primary residence and Woodside property.
• Coordinate event logistics, vendors, guest details, and other related needs.
• Manage day-to-day technology needs within the home office, including Apple systems, Microsoft Office, and emerging AI tools.
• Conduct online research, shopping, and sourcing as needed.
• Review and verify bills, invoices, and vendor charges.
• Reconcile credit card statements and assist with financial administration.
• Support special projects and ad hoc requests as needed.

Qualifications

• 5+ years of experience supporting a UHNW individual or family in a Personal Assistant, Executive Assistant, Household Manager, Estate Manager, or similar capacity.
• Experience working in a private home or family office environment is strongly preferred.
• Exceptional organizational skills and meticulous attention to detail.
• Highly proactive, with the ability to anticipate needs and independently solve problems.
• Strong technology skills, including proficiency with Apple systems, Microsoft Office, and AI tools.
• Excellent written and verbal communication skills.
• Calm, positive, and resourceful under pressure.
• Ability to manage multiple priorities while maintaining a high level of service and professionalism.
• Demonstrated ability to handle highly confidential and sensitive information with absolute discretion.
• Established relationships with reputable Bay Area vendors and service providers preferred.
• Valid driver’s license and ability to drive as needed.
• Must reside in the Bay Area.
• Medical coverage: 80%
• Dental and vision coverage: 100%
• Paid holidays

Ideal Candidate

The ideal candidate is a polished, discreet, highly capable professional who thrives in a private, high-touch environment. They are naturally proactive, exceptionally organized, comfortable wearing many hats, and able to build trusted relationships with household staff, vendors, and other key contacts. This individual should bring strong judgment, emotional intelligence, technological fluency, and a genuine willingness to go above and beyond to ensure the principal’s personal, household, and professional needs are handled seamlessly.