Operations Associate (Family Office)

A small, mission-driven family office seeks a warm, proactive, and service-oriented Operations Associate based in Maine to provide high-touch administrative and lifestyle support to a senior family principal. This is a unique opportunity for a thoughtful and organized individual who enjoys making life easier for others and takes pride in the details that create a seamless day-to-day experience.

This is a primarily remote position, but regular in-state travel and occasional out-of-state travel are required to remain closely connected with the principal and her household teams. The ideal candidate will be based in or near midcoast Maine. Salary will be commensurate with experience and includes an excellent benefits package.

Interested candidates should send resume and cover letter by email to tfostaffing@gmail.com.

About the Role

The Operations Associate will report to the Chief of Staff and work in close partnership with the principal to support her in both personal and professional matters. This role is ideal for someone who brings a warm presence, a naturally helpful attitude, and strong attention to detail. You thrive in roles that require both thoughtful planning and real-time problem-solving, and you find personal satisfaction in helping others move through their day with ease.

You will serve as an essential team member focused on anticipating needs, filling gaps, and delivering consistently excellent support behind the scenes.

Key Responsibilities:

 Administrative & Executive Support

• Serve as the primary scheduler for the principal—managing appointments, coordinating calendars, resolving conflicts, and adjusting plans as priorities shift.
• Partner closely with team members to ensure the principal is fully prepared for all engagements, including meetings, nonprofit board activities, and community events.
• Review and synthesize briefing materials, agendas, and background documents to provide timely and useful context ahead of key engagements.
• Support management of multiple family residences by coordinating with household staff and community vendors as needed.
• Monitor and triage the principal’s email inbox, flagging urgent messages, organizing contacts, and maintaining well-structured folders.
• Prepare and distribute daily schedules and weekly “look-ahead” overviews to support smooth planning and execution.

Travel & Lifestyle Coordination:

• Plan and coordinate complex personal and professional travel, including private aviation, accommodations, and ground logistics.
• Create detailed, easy-to-follow travel itineraries with full contact and documentation info.
• Monitor travel in real time, proactively adjusting for delays or changes and keeping all parties informed.
• Support household logistics across four properties by liaising with caretakers, scheduling maintenance, and tracking key tasks and appointments.
• Schedule personal appointments, including medical visits, and coordinate communications with relevant providers.
• Assist with special projects, such as family holiday cards or high-profile event planning, working with grace under pressure and an eye for quality.

Communication and Collaboration

• Serve as a warm and professional liaison between the principal and household staff, nonprofit partners, vendors, and community members.
• Maintain consistent communication with the Chief of Staff and broader team to align priorities and ensure a cohesive, high-functioning operation.
• Proactively flag issues, offer solutions, and take ownership of tasks with a calm and collaborative approach.

Who You Are

• A natural helper with a warm, friendly demeanor—people trust you and enjoy working with you.
• A thoughtful team player who takes initiative, anticipates needs, and jumps in wherever gaps exist without being asked.
• Detail-oriented and highly organized, with a strong ability to manage shifting priorities and keep others on track.
• Genuinely service-minded, discreet, and grounded, with excellent emotional intelligence and a “no job too small” mindset.
• Skilled in building relationships and communicating with a wide range of people—including senior professionals, service providers, and community stakeholders.
• Calm and focused under pressure, with strong judgment and follow-through.
• Passionate about the outdoors and aligned with the family’s commitment to land conservation and climate advocacy.

Qualifications

• Bachelor’s degree and 2–3+ years of relevant administrative, executive assistant, or operations experience.
• Demonstrated experience managing complex schedules, logistics, and travel planning.
• Strong written and verbal communication skills.
• Proven ability to manage multiple priorities and projects with accuracy and professionalism.
• Tech-savvy and comfortable using MS Office, G Suite, Zoom, and other tools.
• Experience in (or strong interest in) conservation, sustainability, or nonprofit environments is preferred.
• Valid driver’s license and ability to travel regularly within Maine and occasionally out of state.
• Comfortable with pets (no allergies).
• COVID-19 vaccination and background check required.