Family Office Project Manager

The Family Office Project Manager serves as the central coordinator and orchestrator of complex wealth management initiatives, bridging the gap between family members, advisory teams, and operational requirements. This role demands exceptional organisational skills, strategic thinking, and the emotional intelligence to navigate sensitive family dynamics while maintaining professional accountability.

CORE RESPONSIBILITIES

Strategic Coordination & Planning

• Lead the complete family office setup process from initiation through ongoing operations month timeline)
• Develop and manage detailed project plans across all five phases: Initiation, Design, Implementation, Ongoing Operations, and Evaluation
• Ensure alignment of all family office activities with family values, goals, and long-term objectives
• Design and implement governance frameworks, including family board structures and decision-making protocols

Stakeholder Management

• Facilitate communication between family members, ensuring all voices are heard while maintaining focus on shared objectives
• Coordinate and manage relationships with diverse advisory teams including tax advisors, estate planning lawyers, financial advisors, investment specialists, insurance advisors, business consultants, and family therapists
• Provide neutral, objective facilitation during family discussions and potential conflicts
• Maintain clear role definitions and coordinated engagement across all advisor relationships

Operational Oversight

• Design operational workflows, communication channels, and accountability structures for the family office
• Establish and manage financial systems for tracking assets, investments, liabilities, and performance metrics
• Implement secure document sharing systems and communication platforms
• Develop and maintain comprehensive documentation creating institutional memory

Meeting & Reporting Management

• Organise and coordinate quarterly family board meetings with full agenda preparation
• Ensure all advisors and materials are prepared in advance of scheduled meetings
• Produce monthly financial reporting including asset growth, income statements, and investment performance
• Conduct quarterly reviews with independent advisory boards and family members
• Document meeting outcomes, action items, and decisions with clear follow-up protocols

Risk & Compliance Management

• Identify potential risks across financial, legal, interpersonal, and operational dimensions
• Develop proactive mitigation strategies for identified challenges
• Monitor regulatory compliance requirements and ensure timely adherence
• Manage insurance and risk management strategy implementation

Performance Monitoring

• Track progress against established milestones across all project phases
• Manage reporting requirements and ensure accountability across advisory relationships
• Conduct annual performance reviews of family office operations and strategy
• Collect and integrate feedback from family members and advisors for continuous improvement

REQUIRED QUALIFICATIONS

Education & Experience

• Bachelor's degree in Business Administration, Finance, Project Management, or related field (Master's degree preferred)
• Minimum 7-10 years of experience in project management, wealth management, or family office operations
• PMP (Project Management Professional) certification highly desirable
• Experience managing complex, multi-stakeholder projects with budgets exceeding $5M

Technical Competencies

• Deep understanding of wealth management structures, estate planning, and tax optimization strategies
• Proficiency in project management methodologies and tools (Agile, Waterfall, MS Project, Asana, etc.)
• Strong financial acumen with ability to interpret complex financial statements and investment reports
• Knowledge of governance frameworks and board management best practices
• Familiarity with trust structures, legal entities, and fiduciary responsibilities

Core Competencies

• Exceptional organisational and time management skills with ability to manage multiple complex projects simultaneously
• Outstanding written and verbal communication skills with executive presence
• Advanced facilitation and meeting management capabilities
• Strategic thinking with attention to operational detail
• High emotional intelligence and ability to navigate sensitive family dynamics
• Discretion and unwavering commitment to confidentiality
• Problem-solving mindset with proactive risk identification abilities
• Cultural sensitivity and adaptability to diverse family contexts

KEY PERFORMANCE INDICATORS

• Adherence to project timelines and milestone achievement (target: 95%+ on-time completion)
• Family satisfaction scores and stakeholder feedback ratings
• Cost management and budget adherence across advisory engagements
• Quality and timeliness of reporting and documentation
• Successful implementation of governance structures and operational systems
• Risk mitigation effectiveness and issue resolution speed
• Meeting preparation quality and follow-through on action items

WORKING CONDITIONS

• Contract-based engagement with potential for renewal based on project needs
• Flexible working arrangements with requirement for in-person attendance at quarterly board meetings and critical planning sessions
• May manage 1-5 concurrent family office projects depending on complexity and individual capacity
• Regular interaction with high-net-worth individuals and their advisory teams
• Occasional travel may be required for family meetings or advisor consultations
• High degree of autonomy with accountability for outcomes

COMPENSATION & BENEFITS

• Competitive contract-based compensation commensurate with experience and project complexity
• Performance-based bonuses tied to successful milestone achievement
• Professional development support for certifications and continuing education
• Potential for long-term engagement across multiple family office projects

CRITICAL SUCCESS FACTORS

Success in this role requires the ability to balance technical expertise with emotional intelligence, maintaining family trust while driving professional accountability. The ideal candidate demonstrates mature judgment, diplomacy, and the capacity to maintain objectivity while building strong relationships with family members and their trusted advisors.