Director Operations & Technology (Family Office)

Job Description

We are seeking a highly capable, hands-on, tech savvy Family Office Director of Operations & Technology to join a sophisticated single-family office serving three generations. The family is widely recognized for its philanthropic leadership, civic engagement, and long-standing commitment to the public good.

This is a high-impact, trusted role with broad visibility across a complex financial and legal ecosystem, including trusts, partnerships, operating companies, and investment entities. Positioned at the center of the organization, you will partner closely with leadership while driving operational excellence, technology oversight, and enterprise-wide document governance.

The office operates with a lean, highly collaborative team of professionals, working in partnership with a team of external vendors and advisors. This role is designed for someone who thrives in a high-ownership environment—building and refining systems, translating leadership priorities into practical execution, and managing external vendors - while executing day-to-day operations.

This is a full-time role based in Greenbrae, CA (San Francisco Bay Area), with flexibility for occasional remote work.

Why This Role

• Exceptional environment: A collegial, respectful workplace grounded in purpose and shared values
• High impact & visibility: Direct partnership with leadership across a multi-generational enterprise
• Build & improve: Opportunity to design and implement systems and operations — not just maintain them
• Strong offering: Competitive compensation and benefits

What You’ll Do

Technology Operations (with outsourced IT)

• Own and oversee all technology operations, systems, and external IT service providers
• Develop and manage the annual technology budget, including forecasting and cost optimization
• Maintain inventory and lifecycle management of all hardware and software assets
• Ensure cybersecurity policies, controls, and best practices are implemented and followed
• Oversee shared drives, workflow tools, and document management systems
• Support implementation of data security and privacy best practices
• Manage procurement, configuration, deployment, and tracking of all office equipment
• Provide responsive, first-line technical support for leadership and staff

Office Operations & Facilities Management

• Oversee day-to-day office operations, including facilities, vendors, supplies, and operating budget
• Manage relationships with landlords, property managers, and key service providers
• Serve as the central point of contact for all office and operational needs
• Coordinate onboarding and offboarding logistics (workspace setup, systems access, equipment)
• Lead office buildout, renovation, and space planning initiative

Document & Information Leadership

• Design and implement a comprehensive records management program across all entities and investments
• Establish document classification, retention schedules, and lifecycle management policies
• Build and manage a secure, intuitive document portal for family and stakeholders
• Ensure accuracy, accessibility, version control, and compliant destruction of records
• Administer document management platforms and maintain electronic and physical filing systems
• Track execution of signatures, filings, and delivery of critical materials
• Develop and maintain distribution group architecture for communications
• Receive, route, and manage electronic communications and physical mail

Legal & Administrative Support

• Draft, format, and review legal, financial, and corporate documents
• Coordinate execution, notarization, and filing of documents
• Assist in preparing and proofing client-facing materials
• Liaise across internal teams, family members, and external advisors
• Gather information and provide timely updates to leadership
• Support calendars, meetings, and communications as needed
• Maintain strict confidentiality and discretion

People Operations (optional)

• Manage end-to-end onboarding and offboarding processes for employees and advisors
• Maintain HR records and ensure compliance with internal policies
• Coordinate benefits administration, enrollment, and vendor relationships
• Support development and maintenance of employee handbook and policies
• Assist with recruiting coordination and candidate logistics

What We’re Looking For

• 8–15+ years of experience in operations, technology, or administration within a family office, investment firm, trust company, legal environment, or similarly complex organization
• Demonstrated experience managing external IT vendors, systems, and cybersecurity practices in a hands-on capacity
• Strong document and records management experience across diverse entity structures (e.g., trusts, partnerships, corporations) and document types, including investment, legal, tax, accounting, and operating records
• Experience overseeing office operations and facilities management
• Experience implementing or maintaining document and records management systems
• Working knowledge of HR processes and compliance (preferred but not required)
• High proficiency in Google Workspace, Microsoft Office, and document management platforms
• Ability to troubleshoot technology issues and coordinate effectively with external vendors
• Paralegal or similar training or experience is a plus

Core Capabilities

• Ability to operate both strategically and tactically in a lean environment
• Strong technical fluency with enterprise systems and document platforms
• Exceptional organizational and project management skills
• Attention to detail with a focus on accuracy and follow-through
• Clear, professional written and verbal communication skills
• Proactive problem-solving mindset with a strong sense of ownership and accountability
• High degree of discretion, judgment, and reliability
• Proactive, collaborative, and positive working style