Family Office Operations & Project Manager, NYC

Lily Pond Services; New York (NY); On-site; USD 200,000 - 250,000; Full time

Job summary

Lily Pond Services LLC in New York seeks an expert generalist to manage projects, operations, and administrative support for the Principal and his residences. The role blends project management, property oversight, and high-level administrative duties with accountability and initiative.

The ideal candidate is entrepreneurial, fast-learning, able to move from concept to completion, coordinate with vendors, staff, and contractors, and maintain momentum in a dynamic family-office environment.

Qualifications

• 5-10+ years of experience in operations, project management, or estate operations.
• Demonstrated ability to independently manage projects or complex workflows.
• Strong organizational and multitasking skills.

Responsibilities

• Own projects end to end, managing execution, costs, timelines, and completion.
• Oversee day-to-day operational needs across residences and interfacing with staff.
• Provide direct administrative support including scheduling and logistics.

Skills

Operations management

Project management

Estate operations

Administrative support

Vendor management

Travel coordination

Microsoft Office

Job description

Family Office seeking an expert generalist; a highly capable, execution oriented professional to manage projects, operations, and administrative support for the Principal and his residences. This role is suited for someone who approaches work with an entrepreneurial mindset and is comfortable taking initiatives from concept through completion. The position blends project management, property and operational oversight, and administrative support to the Principal. Administrative responsibilities are part of the role, but with an emphasis on accountability, strong judgment, and the ability to move projects forward independently while anticipating needs and maintaining momentum. The ideal candidate thrives in a dynamic environment where priorities evolve, learns quickly, and is equally comfortable handling hands-on administrative details and higher-level operational projects.

Key Responsibilities

Project & Operational Ownership

• Own projects end to end, managing execution, costs, timelines, follow-through, and successful completion.
• Take responsibility for driving initiatives forward rather than simply coordinating tasks.
• Identify next steps proactively and maintain steady progress across multiple projects.
• Work directly with vendors, contractors, and external partners, ensuring high standards and accountability.
• Track deliverables, anticipate roadblocks, and solve problems independently.
• Maintain clear documentation, organized work flow, and communication with Principal on the status of active projects.

Property & Estate Operations

• Oversee day-to-day operational needs across multiple residences, including interfacing with domestic staff, ensuring properties run efficiently and to a high standard.
• Manage service providers and contractors, maintaining quality control and timely execution.
• Support property-related projects, repairs, and improvements from planning through completion.
• Track service schedules, invoices, and operational records related to properties and household assets.
• Coordinate logistics related to vehicles and other managed assets as needed.

Administrative Support

• Provide direct administrative support to the Principal including scheduling, logistics, and prioritization of daily workflow.
• Assist with travel coordination, meeting preparation and task prioritization.
• Manage incoming requests, communications, and administrative tasks with discretion and efficiency.
• Handle personal administrative requests, including reservations, appointment coordination, and time sensitive errands.
• Handle sensitive information with the highest level of confidentiality and professionalism.

Works Style/Qualities

• Energetic, positive, and outgoing with strong people oriented presence.
• Strong ownership mentality takes responsibility for outcomes, not just tasks.
• Comfortable stepping into unfamiliar responsibilities and figuring out how to execute successfully.
• Skilled at building and leveraging relationships with vendors, service providers, and partners to facilitate efficient execution.
• Highly organized, proactive, and solutions oriented.
• Flexible and willing to move between hands-on administrative work and larger operational projects.
• Strong judgment and ability to operate independently.
• Calm, professional communicator with strong follow-through.
• Low ego, highly reliable, and comfortable in a fast-moving family office environment.

Experience & Skills

• 5-10+ years of experience in operations, project management, administrative management, estate operations, or similar roles.
• Demonstrated ability to independently manage projects or complex workflows.
• Strong organizational and multitasking skills.
• Proficiency with Microsoft Office and standard operational tools and eagerness/ability to learn and use new technologies.
• Experience working in a family office, or high-accountability environment is a plus.
• Ability and willingness to travel as needed to visit properties, oversee projects onsite, and support operational needs.

Compensation: $200k-250k all-in compensation