Vice President of Operations

The Vice President of Operations will serve as the organizational and operational leader of a dynamic family office that supports an entrepreneurial principal actively engaged in several operating companies. The Vice President will oversee day-to-day operations of the family office and associated Asset Programs (aviation, maritime, personal services, residential), managing team leads, optimizing workflows, directing projects and initiatives, and ensuring seamless coordination across functions. This role requires a hands-on, highly organized leader who can balance strategic oversight with operational execution and maintain composure under pressure.

Role Overview

The following are duties, responsibilities, and leadership roles that the VP of Operations shall provide:

Operational Leadership & Organizational Management

• Provide overall leadership and direction for the daily operations of the family office, ensuring systems, processes, and teams are organized for maximum efficiency and accountability.
• Manage, mentor, and develop a diverse team of professionals and asset program managers, fostering a collaborative, service-oriented culture.
• Implement and refine workflow systems, task management tools, and performance tracking to ensure projects and responsibilities are completed accurately and on schedule.
• Establish and maintain organizational protocols that enhance communication, decision-making, and operational clarity across the office and residences.
• Anticipate needs, resolve issues proactively, and adapt priorities in response to changing demands.

Project and Task Management

• Oversee planning, coordination, and execution of a wide range of projects — from property improvements and family initiatives to internal process development.
• Develop project timelines, delegate tasks, and monitor progress, ensuring deadlines and quality standards are met.
• Coordinate with senior management, team leaders, and external providers to ensure smooth project delivery.
• Manage competing priorities while maintaining structured organization and clear communication channels.

Team and Workflow Support

• Direct day-to-day partnership with the family office team and asset program managers, ensuring alignment of roles, responsibilities, performance standards, and communication.
• Provide guidance, structure, and regular feedback to ensure consistent, high-quality outcomes.
• Oversee hiring, onboarding, and training processes for new employees and vendors partnering closely with Talent Acquisition and Human Resources.
• Maintain team morale, stability, and professionalism, particularly in fast-moving or high-pressure situations.

Administrative Oversight and Coordination

• Ensure that internal reporting, records, and documentation are accurate, organized, and accessible.
• Coordinate with financial and legal advisors on operational matters when required.
• Serve as the central point of contact for President, Chief Financial Officer, asset program leaders and staff for all operational needs, maintaining smooth communication and information flow.
• Provide clear, concise and consistent operational updates to the President and Chief of Staff.

Qualifications

• 10 years of progressive leadership experience in operations, personnel management, or project administration — ideally within a family office, private household, or entrepreneurial environment.
• Proven success managing teams, workflows, and multiple concurrent projects in a dynamic setting.
• Exceptional organizational, communication, and interpersonal skills.
• Demonstrated ability to prioritize, make balanced decisions, and maintain composure under pressure.
• High emotional intelligence, discretion, and sound judgment.
• Strong proficiency with productivity and task-management systems.
• Experience managing events, logistics, or complex multi-party initiatives preferred.

Outstanding Benefits 

• 21 paid days off (15 days of PTO, which increases with tenure, plus 6 holidays).
• Flexible Spending Account (FSA) and Health Savings Account (HSA) options.
• Medical, dental, vision, long-term disability, and life insurance.
• Generous 401(k) with up to 6% employer match. 

At ICBD, we believe leadership, innovation, and purpose go hand in hand. Be part of a team where your work drives lasting impact and your career reaches new heights. 

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