Chief of Staff / Property Manager, Permanent Position , Private Villa, Paris

• English
• French

CHIEF OF STAFF / PROPERTY MANAGER POSITION

PROVEN PREVIOUS SIGNIFICANT EXPERIENCE ONLY

Applications not meeting the requirements mentioned below will not be considered. 

About the Property

The apartment is located in Paris. It is privately owned. 

The family is very nice and respectful, willing to find a candidate on a long-term basis for this new role. 

They evolve around different properties in Europe. You will essentially be based in Paris and will be required from time to time to go visit the other site of their properties and meet the current existing teams.

The position is LIVE OUT.

The project

We are looking for one Experienced Executive Chief of Staff / Property Manager ready to start working towards the beginning of October, before if possible. Of course, the owners are conducting a proper recruitment process to find THE candidate and the recruitment’s path will be based accordingly on this.

For this specific position, we are aiming to find someone who will be the beating heart of the family’s organization, masterfully orchestrating various elements and uniting them into a cohesive whole. You will be the vital link between Executives Chief of Operations such as Villa Managers and everyday operations, attending meetings on behalf of the owner’s/family and you will have to be an arming decision-maker with indispensable knowledge of the Operational such as Housekeeping, Service and Laundry. For this role, you must have Excellent Managerial skills in order to be able to supervise and assist several teams for each property. You will also need to be an Excellent Right-hand man or woman as a Personal Assistant on top of the role of Chief of Staff mentioned above. 

This senior-level position is aimed to a versatile, resilient professional with proven significant experience working with ultra-high net worth individuals (UHNWI). The missions are as demanding as they are varied and include the management of a large real estate portfolio, the coordination of a team of household staff, as well as managing the payroll tool in several jurisdictions. A thorough knowledge and general understanding of the French administrative and tax system and a perfect command of French language are absolutely essential. Applications that do not meet these criteria will not be considered. Of course, you will be assisted by the family office and their team of accountants and lawyers.

For this purpose, you are on the one hand a real Leader, you are not only willing to control and supervise but you are also hands-on. This is a must. On the other hand, you are comfortable taking over on higher and various duties like organizing events and liaising with various subcontractors such as florists, caterers and the Villa Manager’s on site while on the other side, handling all the administrative daily tasks and answering letters, mails, etc.

You are very well organized and you are capable of cross managing to develop your legitimacy as a manager and your relationships with your team as a leader. 

In order to do all this, and to have a good general overview, you will have to liaise with the family's calendar and summarize it to their Villa Managers; based on the principal’s attendance in Paris or in various properties. As a Chief of Staff/ Property Manager, you will actually be the main contact in between the team and their Villa Managers and the Principals. You will report directly to the family and to the family office.

You will be in-charge of communicating with the Villa Managers and supervising with their operational activities.

Most importantly, we would like a Chief of Staff / Property Manager who understands the habits and the standards of the principals and their way of living, someone who will memorize properly their habits and way of living. We would like someone who has great common sense, great interpersonal and emotional intelligence and who is very detail-oriented in its way of organizing everything.

We are of course aiming for someone who has worked for UHNWI beforehand and who is used to anticipate their needs. The ideal candidate is proactive and solves potential situations even before having been told. This mindset is an absolute must and you will do your best to convey this way of proceeding to the existing team.

TASKS & DUTIES:

Property Management

-              Supervision of several apartments and a private mansion in Paris, as well as properties all over Europe.

-              Construction/renovation buildings site supervision and follow up on general maintenance (ongoing everyday maintenance and preventative maintenance)

-              Liaising with external subcontractors/providers, monitoring contracts, quotes, service & maintenance, and monitoring invoicing and payments

-              Participating in co-ownership meetings as an official representative

Accounting & Financial Management 

-              Checking invoices and proceeding with the payments

-              Cash flow monitoring and banking relationships

-              Budgeting, day-to-day accounting management control

-              Following up on the Contracts: energy, insurance, etc.

-              Payroll management (CESU, PARTENA, TPEE) for 11 employees via the dedicated tool

-              Checking out every Expense report and processing their reimbursement after adding the expense in your management control tool

Human Resources

-              Liaising with the Villa Managers and their needs in terms of workload and staff

-              Organizing weekly meetings with each team for each property

-              Collaboration with employment & recruitment agencies

-              Leading on the recruitments: interviews (in collaboration with the Villa Managers), reference checks, contract drafting – final validation with the Principals

-              Organization of staff trainings based on the feedback received from the VMs

-              Collecting and validating holidays/absences request for the teams

-              Plan the staff schedules regarding holidays, breaks (the VM will be in charge of the operational and day to day agendas)

Schedule management

-              Updating the family’s calendar and conveying the information to the right teams based on their attendance/absence in the right properties.

-              Coordinating attendance and logistical needs related to the children

Travel Planning

-              Booking flights & Travel arrangements ( cars, taxis or any sort of transports)

-              Booking accommodation and cross checking all the dates for each family members

-              Organizing itineraries, managing visas and necessary documents

-              Coordinating with service providers

Administrative Support

-              Managing professional correspondences

-              Following up on invitations, managing the calendar (meetings, events)

-              Drafting letters and various documents

-              Managing subscriptions (memberships) and communication tools (such as video calls)

-              Answering emails

-              Answering to all the invites

-              Sending cards and invites

-              Sending flowers after Principals attend a dinner or an event, etc..

-              Continuously updating the family's agenda

As an Executive Chief of Staff / General Property Manager, you will be managing all the different Villa Managers and gathering all the information from each property but it is also expected that you will be in the capacity of delegating in a proper and friendly manner. The principals will make sure to introduce you as the general manager but you will not need to be bossy, and we would rather prefer someone who acts in a positive manner. While managing all the Villa Managers, you will actually be acting behind the scenes from your office.

All in all, you will have to ensure the supervision and daily maintenance of the apartment in Paris and conduct regular inspections to ensure that the apartment is in good condition and that everything is working properly, always maintained in optimal condition and always meeting the required quality standards.

You will liaise with the Villa Managers to follow up on the family’s schedules and prepare its arrivals in advance and coordinate with the on-site staff.

Desired profile 

• You must be very autonomous and able to report and respect your hierarchy at the same time. You take initiatives and you are extremely responsive.
• You are a real team leader and you have strong sense of human relationships. Communication comes with an ease for you. You are capable of adapting to your audience, being diplomatic and you are a natural leader. We are aiming to hire someone with emotional intelligence.
• We are looking for someone who is genuinely passionate about service generally speaking and who is very keen in taking an admin position while working in private households.  
• Previous experience in a private household for UHNWI is preferred.
• You are particularly comfortable in administrative, management and management control jobs. Your organizational methods allow you to conduct several tasks simultaneously and rigorously, always in a discrete manner.
• Ideally, you have good general understanding of accounting if not accounting skills
• You have proven hard skills but you also have soft skills which allow you to communicate and to demonstrate properly. You are willing to elevate your team, using their best potential and knows-how’s, and not to lean on top of them. Managing is a real skill and you understand its meaning properly. You have remarkable interpersonal skills;
• You are a multitasking person and flexible, able to follow the processes that are already implemented or to implement new ones if none, and able to be reactive when facing something unusual. 
• You are a smiling and positive person, you respect confidentiality and you are trust-worthy and discreet. You have a positive attitude generally speaking and you have a great sense of human relationship; communication comes with an ease. You are equally capable of adapting your communication to your audience. 
• You are organized and you know how to prioritize your tasks during the day, the weeks, you are equally stress resistant
• You are always on time and present well, you make sure that your appearance is always clean and professional 
• You are extremely discrete and you have a strong professional consciousness with great confidentiality
• You MUST speak French and English fluently, Spanish is a real plus 
• You MUST have a driving license. This is mandatory.
• You have a CLEAN CRIMINAL RECORD
• You have References. 

Salary: To be defined - Based on profile and experience. 

Contract: Permanent French contract CDI

LIVE OUT position

Working Rhythm: 39 hrs / week, Monday to Fridays with possible weekends during the year. Several trips within Europe to visit the other sites.