Family Office Manager

Mahler Private Staffing; Florida; On-site; USD 175,000 - 225,000; Full time

Benefits offered by this job

Benefits and 401(k)

Job summary

Mahler Private Staffing seeks an experienced Family Office Manager to work closely with the Managing Director in Palm Beach. You will oversee day-to-day operations across multiple residences and luxury assets, manage projects, vendors, and documentation, and ensure seamless information flow within a UHNW family office context.

The role demands high discretion, superb organizational skills, and the ability to move between complex administrative tasks and personal requests with ease.

Qualifications

• Prior family-office experience is strongly preferred.
• 7+ years of executive/family-office operations experience.
• Experience supporting UHNW principals and luxury assets.
• Strong financial literacy.
• Exceptional organization and follow-through.
• Strong project-management skills.
• Excellent judgment and discretion.
• Polished communication and luxury-service standards.
• Proactive, intuitive and comfortable working independently.
• Flexible, coachable and calm in a fast-moving environment.
• Strong MS Office and SharePoint skills; ADP experience helpful.
• Comfortable with both Mac and PC.

Responsibilities

• Manage day-to-day family-office operations and administrative workflow.
• Track projects, priorities and deadlines through completion.
• Manage mail, scanning, routing and follow-up.
• Maintain organized digital files and family-office records.
• Coordinate vendors, outside professionals and internal teams.
• Handle gifting and special projects with presentation in mind.
• Liaise with accounting, residential teams, aviation, yacht operations and other stakeholders.
• Assist with expenses, invoices, budgets and financial documentation.
• Provide coverage and continuity when the Managing Director travels.
• Prepare correspondence, presentations, reports and executive materials.
• Research and execute special projects.
• Assist with coordination across multiple residences and family assets.
• Travel occasionally to other family properties.
• Provide flexibility during family travel and weekend needs.

Skills

Financial literacy

Organization

Project management

Judgment and discretion

Communication

Independence

Flexibility

Calm under pressure

Tools

Microsoft Office

SharePoint

ADP

Job description

Family Office Manager

Palm Beach, Florida $175,000–$225,000 + Benefits

A sophisticated private family office is seeking an experienced Family Office Manager to work closely with its Managing Director in Palm Beach.

This is an operational role for someone who understands how a well-run family office functions and can independently take ownership of projects, administration, vendors, information flow and the many details that support a complex UHNW family. The portfolio includes multiple residences and other luxury assets, including private aviation and yachting.

The ideal candidate is highly capable but low-key, intuitive and flexible. They have excellent judgment, strong financial literacy and the ability to move between a significant family-office project and a highly personal request without missing a beat.

Responsibilities

• Manage day-to-day family-office operations and administrative workflow.
• Track projects, priorities and deadlines through completion.
• Manage mail, scanning, routing and follow-up.
• Maintain organized digital files and family-office records.
• Coordinate vendors, outside professionals and internal teams.
• Handle gifting and special projects with excellent taste and attention to presentation.
• Liaise with accounting, residential teams, aviation, yacht operations and other stakeholders.
• Assist with expenses, invoices, budgets and financial documentation.
• Provide coverage and continuity when the Managing Director travels.
• Prepare correspondence, presentations, reports and executive materials.
• Research and execute special projects.
• Assist with coordination across multiple residences and family assets.
• Travel occasionally to other family properties.
• Provide flexibility during family travel and occasional weekend needs.

Qualifications

• Prior family-office experience is strongly preferred.
• 7+ years of relevant executive/family-office operations experience.
• Experience supporting UHNW principals and complex luxury assets.
• Strong financial literacy.
• Exceptional organization and follow-through.
• Strong project-management skills.
• Excellent judgment and discretion.
• Polished communication and an understanding of luxury service standards.
• Proactive, intuitive and comfortable working independently.
• Flexible, coachable and calm in a fast-moving environment.
• Strong Microsoft Office and SharePoint skills; ADP experience helpful.
• Comfortable with both Mac and PC.

Schedule

• Full-time, Monday–Friday
• Hybrid schedule with 2–3 days per week in the Palm Beach office.
• Flexibility for occasional early mornings, evenings or weekends as required.
• Some travel to other family properties may be required.

Compensation:

• $175,000 - $225,000, commensurate with experience, excellent benefits and 401(k)

#indmps

Due to the overwhelming number of applicants, we regret that we are unable to provide individual responses. Rest assured that selected candidates will be personally contacted for further consideration. We would like to emphasize that there are no fees associated with the application process for applicants.