Job Description

Flexible Chief of Operations Needed in Great Falls, Virginia

Position: Chief of Operations

Location: Great Falls, Virginia

Schedule: Full-Time; generally Monday–Friday during normal business hours with flexibility required for travel, entertaining, special projects, overnight dog/house sitting, and unexpected household needs

Salary: $75,000 - $115,000 annually, commensurate with experience

Benefits: Full benefits package

Start Date: ASAP

Travel: Occasional travel initially, with the expectation of increased and extended domestic and/or international travel over time

Pets: Must be comfortable with dogs and willing to assist with dog/house sitting as needed

THE OPPORTUNITY

We are looking for an experienced, highly organized person to help manage the administrative and operational details of a busy and varied life. The position combines executive and personal assistance with project oversight, travel coordination, household operations, and occasional event support.

The principal is the sole resident of an approximately 15,000-square-foot private estate in Northern Virginia. This position is focused on managing the life, lifestyle, and operations of one individual, not a family. There are no children or multiple household schedules to coordinate, but the role is quite varied because of the principal's active personal and professional life, extensive travel, entertaining, ongoing projects, and the operational complexity of the property itself.

The household currently includes a highly experienced Estate Manager of nearly 30 years and a full-time housekeeper.

The new person will initially take on many of the principal's personal and administrative responsibilities. The candidate should also bring prior experience in household or estate operations, project oversight, and working with vendors, contractors, and other service providers.

The candidate will not, however, be expected to walk in the door and immediately take over the operation of this particular residence. The Estate Manager currently handles much of that responsibility and has nearly 30 years of knowledge about the property, its systems, vendors, and routines.

The transition into the operational side of the position will be gradual.

The new person should bring skills and experience developed in a similar environment and apply them here, while taking the time to learn this particular household—the property, its systems, history, trusted vendors, ongoing projects, and the institutional knowledge that inevitably develops over many years.

The Estate Manager and Chief of Operations will have different primary responsibilities, will work collaboratively, and will both report directly to the principal. As knowledge, judgment, and confidence develop, the Chief of Operations will gradually assume greater operational responsibility.

KEY RESPONSIBILITIES

• Calendar management and scheduling.
• Travel planning and coordination.
• Medical appointments and personal logistics.
• Purchasing, deliveries, exchanges, and returns.
• Personal correspondence and administrative support.
• Coordination of errands and special requests.
• Represent the owner's interests in the day-to-day operation of the residence.
• Oversee maintenance, repair, renovation, and construction projects.
• Observe work in progress and identify issues before they become costly or difficult to correct.
• Coordinate with architects, designers, contractors, and specialty vendors.
• Develop and maintain organized systems, records, operating manuals, and documentation.
• Become familiar with major operating systems in the home, including Crestron, security, HVAC, generators, and related infrastructure.
• Coordinate household vendors and service providers.
• Assist with entertaining, hospitality, and special events.
• Support wardrobe organization, packing, and travel preparation.
• Help ensure that the residence operates smoothly and efficiently.
• Be comfortable with dogs and willing to share responsibility for dog/house sitting when the principal travels.
• There may also be occasional opportunities or needs to travel with the principal.
• Other duties as may be assigned.

WORKING WITH THE HOUSEHOLD TEAM

The household operates collaboratively. Each person has primary areas of responsibility, but flexibility, mutual respect, and a willingness to pitch in when circumstances require are important. This is a small household team, and the ability to develop good working relationships with people who have been part of the household for many years will be particularly important.

WHAT SUCCESS LOOKS LIKE

Initially, the successful candidate will take much of the day-to-day administrative workload off the principal while developing good working relationships with the Estate Manager, housekeeper, and trusted vendors.

At the same time, the candidate will begin learning the operational side of this particular household. Although the candidate should already understand the fundamentals of managing a residence and overseeing projects, vendors, and service providers, every property has its own systems, history, and ways of operating. Learning those will take time, as long as there are transferable skills from other employment.

As the candidate becomes familiar with the principal, the property, and the way things are done, they should require less direction and increasingly anticipate what needs to be handled. The goal is to have someone who notices what needs attention, follows through, and makes sure things don't fall through the cracks.

Over time, the candidate can assume greater responsibility for household operations, projects, travel logistics, and representing the owner's interests when appropriate.

Success in this position will depend much more on judgment, initiative, reliability, and trust than on simply completing a list of assigned tasks.

THE IDEAL CANDIDATE

• Exceptionally organized and detail-oriented.
• Warm, discreet, and emotionally intelligent.
• Naturally curious and interested in learning.
• Calm under pressure and resourceful.
• Prior experience managing or helping manage the operations of a substantial private residence or comparable environment.
• Experience overseeing vendors, contractors, maintenance, and projects.
• Comfortable handling both administrative work and project oversight.
• Able to notice potential problems and address them before they become bigger problems.
• Self-sufficient and proactive.
• Good common sense and judgment.
• Strong written and verbal communication skills.
• Comfortable using standard computer and office technology, including word-processing software and Excel.
• Comfortable learning new technology and systems as needed.
• A person of unquestioned integrity who values long-term relationships.

Experience as a senior Executive Assistant, Personal Assistant, private household or estate professional, Family Office professional, or in a comparable position would be useful. Just as important is finding someone with the right judgment, temperament, and willingness to learn.

Please note that over time, the candidate would be expected to grow into the responsibility of traveling with the principal, sometimes extensively and for weeks or several months at a time. This is a future goal and responsibility, so the candidate must be willing and able to accommodate this travel requirement as the position develops.

WORK ENVIRONMENT

This is not a traditional 9-to-5 position. Most responsibilities can be planned and managed during normal working hours, but some flexibility is required for travel, entertaining, special projects, overnight dog care, or unexpected household needs.

The principal values loyalty, initiative, sound judgment, collaboration, and long-term professional relationships. The goal is to find someone who wants to become a trusted and valued part of a small team for many years.

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