The Project Manager will serve as the right-hand and stabilizing force to a fast-moving COO at a multifaceted and growing Single Family Office (SFO), helping to ensure that timelines and deadlines are tracked, tasks managed, and every touchpoint across our organization maintains the highest standards. This role is designed for someone who finds genuine satisfaction in precision, operational excellence, and making complex systems run seamlessly. With high-performance instincts and an ownership mindset, the Project Manager will keep systems running seamlessly while proactively solving problems before they land. We’re seeking a detail-oriented professional who thrives on logistics, project coordination, and administrative excellence—and who views these responsibilities as their craft. From scheduling and coordination to budget tracking, vendor management, and CRM maintenance, you’ll design, build, and own comprehensive project dashboards that provide visibility and accountability across key initiatives. Your work will keep the COO hyper-organized and internal operations perfectly aligned. The SFO spans six verticals — operations & general administration; accounting & risk; investment management; real estate and property management; lifestyle; public profile & philanthropy — and this role touches all of them. While deep expertise is not required across all six, familiarity and the ability to track projects and manage workflows across multiple work streams is mission critical. If you’re someone who gets satisfaction from achieving inbox zero, creating flawless spreadsheets, and creating efficient systems that scale and enable the teams you’re a part of to soar—this is the role for you.

Key Responsibilities:

Project Management & Operational Excellence
● Design and maintain comprehensive tracking systems and support the COO in scaling organizational efficiency and operational reliability as the organization continues to grow
● Utilize and enhance existing project dashboards to monitor progress, project tasks and timelines, and dependencies across initiatives
● Develop alert systems to identify risks and potential delays early, before deadlines are missed or priorities slip
● Develop solutions using emerging technologies (including AI) that automatically aggregate data from multiple sources to improve information flow, provide real-time visibility across all initiatives
● Create detailed project plans with clear deliverables, dependencies, resource allocation, and automated progress tracking, and work cross-functionally to implement and track
● Manage project documentation and maintain comprehensive project archives with searchable, organized filing systems that ensure business continuity and knowledge preservation

Process Improvement & Information Security
● Handle extremely sensitive family and financial information with the utmost discretion and professionalism
● Implement and maintain strict confidentiality protocols for all documents, and enhance security measures for communications, data, and files
● Ensure secure handling of personal, financial, and business-critical information in both digital and physical formats
● Conduct regular status reviews, stakeholder check-ins, and provide executive-ready summaries with predictive risk assessments
● Conduct regular process audits to identify inefficiencies and design systematic improvements, and continuously iterate to improve tracking systems based on user feedback and evolving organizational needs
● Create standard operating procedures, comprehensive procedure manuals, and training materials for new team members and vendors
● Coordinate with legal and compliance teams on information regarding governance and privacy matters
● Stay current on best practices for information security in high-net-worth family office environments

Strategic Communications, CRM & Event Logistics
● Serve as a trusted point of contact between the COO and stakeholders
● Exercise discretion in all interactions, represent the COO and the organization with professionalism, and handle sensitive information and confidential matters and materials with maturity, sound judgment, and a strict commitment to privacy
● Maintain and update CRM records weekly
● Manage outreach for internal and external events; track vendors and RSVPs
● Coordinate vendors and caterers, manage event timelines and logistics
● Create and send polished digital invites (e.g., Lumi, Canva, Paperless Post)
● Maintain a central library of past communications, bios, talking points, and templates (e.g. for invites, outreach, or follow-ups) to streamline future content creation and ensure consistency across messaging Administrative Support
● Manage calendar and prioritize high-impact meetings
● Take notes during calls and track follow-up actions across multiple threads
● Administer and track all vendor agreements and confidentiality agreements, ensuring all vendors and contractors understand privacy requirements
● Maintain organized records of trademark and intellectual property filings and track renewal deadlines to ensure documentation and filings are up to date
● Handle light financial tracking and manage expenses and reimbursements via Expensify

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What You Bring
● Comfort managing tight timelines, multiple priorities, and evolving needs in high-pressure, confidential settings
● High discretion, calm under pressure, and a proactive, follow-through-oriented approach
● Proactive problem-solving approach with strong attention to detail and accuracy
● Proficiency in spreadsheets and Google Workspace Suite of tools (Docs, Sheets, Slides)
● Experience in systems development, workflow optimization, and creating automated reporting systems and data visualization tools
● Demonstrated experience developing and implementing project management systems, dashboards, and tracking tools, and excellence in organization-wide socialization
● Experience with platforms like Expensify, CRMs, and internal communication tools (e.g. Slack, WhatsApp) ● Ability to create polished digital invitations using tools like Lumi, Canva, or Paperless Post and integrate with select CRM
● Excellent writing, formatting, prioritization, and organizational abilities
● A systems-thinking and tech-forward mindset — eager to leverage tools and AI/automation to improve workflow, while knowing when human judgment matters more
● Experience with information security protocols and confidentiality requirements in private family settings Qualifications
● 5-7 years of experience in an operations, administrative, and project coordination role; Project Management Professional (PMP) certification or equivalent project management training is a plus
● Bachelor’s degree; preference for Business Administration, Accounting, Finance, Political Science, or related field
● Interest in supporting legal, accounting, estate-planning, or compliance-related work
● Experience supporting C-level executives in family office, private wealth, or ultra-high-net-worth environments