Director of Administration

An ultra-high-net-worth executive and family are seeking an exceptional Director of Administration to oversee, elevate, and refine every administrative and operational flow that touches the principals’ lives. This is a role for someone who truly loves administration someone who gains energy from a beautifully structured calendar, an impeccably organized digital ecosystem, and a checklist that gets cleared with precision.

The Director of Administration is a mission-critical partner who ensures total smoothness, efficiency, and seamless execution across schedules, travel, documentation, meetings, and all organizational systems. This individual must thrive in a fast-paced, high-accountability environment where plans change, priorities shift, and excellence is non-negotiable.

Core Responsibilities

Administrative Leadership & Organization

• Own the principals’ calendars with meticulous care designing schedules that are not just functional but visually polished, intuitive, and optimized.

• Maintain a highly organized digital filing system (iCloud, Dropbox, Google Drive, etc.), ensuring all documents, notes, receipts, and media are labeled and easily accessible.

• Develop and maintain budgets; track, categorize, and reconcile expenses daily.

• Oversee ongoing organizational projects across personal, household, and professional domains.

Travel Coordination & Execution

• Manage full life cycle of all travel initial planning, logistics, confirmations, packing lists, on-site adjustments, and post-travel reconciliation.

• Adjust personal working hours to match the principal’s time zone while traveling to ensure real-time support.

• Anticipate needs and stay several steps ahead to guarantee seamless travel experiences.

Meeting Management & Action Tracking

• Join meetings across internal teams, vendors, and external partners to capture detailed notes and extract clear action items.

• Follow through on tasks, delegate when appropriate, and ensure every action item is completed to the highest standard.

• Maintain tight communication loops with the executive team. 

Operational Excellence

• Jump into complex, evolving situations with little to no direction and deliver results.

• Build or refine administrative systems, workflows, and tools to increase efficiency across all aspects of the principals’ lives.

• Serve as a trusted partner to the Chief of Staff, estate teams, and business offices.

• Protect confidentiality and demonstrate impeccable judgment at all times.

Who You Are

• A passionate administrator this is not “just a job,” organizing and systemizing is your art.

• Obsessed (in the best way) with details, presentation, formatting, and accuracy.

• Energized by calendars, budgets, expense reports, digital files, and structure.

• Someone who loves meetings, capturing information, and turning ideas into actionable, trackable tasks.

• Thrives in a 24/7 environment and sees schedule flexibility as a natural part of supporting a UHNW lifestyle.

• Able to self-direct, dive into chaos, and take ownership without constant supervision.

• Emotionally intelligent, discreet, calm under pressure, and solutions focused.

• Tech-forward, comfortable with automation, digital tools, and optimizing systems.

• Hungry to elevate administrative operations to a world-class level.

Qualifications

• 7+ years in high-level administrative, EA, or chief-of-staff–adjacent roles within UHNW households, private offices, luxury hospitality, or fast-paced corporate environments.

• Exceptional communication, organization, and project management skills.

• Demonstrated experience managing complex calendars, travel, and administrative systems.

• Mastery of Apple ecosystem, digital organization platforms, and productivity tools.

• Ability and willingness to work non-traditional hours and travel as needed.

• Proven success operating in a high-trust, high-expectation environment.