Overview
Head of Operations for Family Office Jobs in Menlo Park, CA at The Grapevine Agency
Title: Head of Operations for Family Office
Company: The Grapevine Agency
Location: Menlo Park, CA
Head of Operations, Family Office (COO Level)
Menlo Park / Atherton Area
Monday through Friday, standard business hours with flexibility as needed
Compensation: Up to $400,000 DOE, plus comprehensive benefits
We are seeking a senior operational leader to bring structure, alignment, and thoughtful oversight to a highly dynamic private office environment. This individual will act as the connective force across the principal’s ecosystem, overseeing teams, refining operations, and ensuring the day to day runs with precision, discretion, and calm control.
This is a private, principal-facing role centered on managing people, operations, and infrastructure across a complex personal and residential landscape. It is not a traditional corporate COO position.
The ideal candidate brings a rare balance of operational rigor and emotional intelligence. They are both structured and intuitive, able to lead strong personalities while fostering trust, alignment, and respect at every level. This is a senior leadership role that requires a high degree of presence and availability to effectively oversee teams and maintain continuity across the environment.
This role is best suited for someone who enjoys operating behind the scenes, leading through others, and bringing order to complexity. It calls for a forward-thinking mindset, with the ability to assess, refine, and evolve operations over time. Individuals seeking a purely strategic or corporate leadership position will likely not find this role to be the right fit.
Key Responsibilities
Organizational Leadership and Accountability
Lead the overall operational structure with clarity, ensuring defined roles and strong accountability
Oversee senior team members across key functions, guiding performance while empowering autonomy
Establish clear operating rhythms, communication flow, and management discipline
Foster a culture grounded in ownership, responsiveness, discretion, and mutual respect
Build trusted relationships with the principal, family, and internal teams
Operational Oversight and Execution
Ensure seamless execution across residences, principal support, projects, and daily operations
Maintain exceptional standards of service, readiness, and presentation across all properties
Continuously refine systems, workflows, and protocols to improve efficiency
Anticipate needs while managing real time priorities with sound judgment
Navigate a fast moving, evolving environment with composure
Financial Oversight and Controls
Oversee budgets, spending, and financial discipline across the operation
Implement checks and balances across purchasing, vendor management, and approvals
Partner with financial teams on forecasting, reporting, and planning
Balance cost awareness with maintaining a high level of service
Talent Leadership and Performance Management
Lead hiring, onboarding, and development of a high performing team
Create a cohesive and collaborative environment across multiple support staff
Hold clear expectations while addressing performance issues thoughtfully and directly
Mentor and guide team members while maintaining accountability
Lead both up and down, supporting the principal while managing the team
Strategic Partnership
Serve as a trusted advisor on operational priorities, risks, and opportunities
Provide forward looking insight into the overall health of the operation
Identify inefficiencies and implement thoughtful, practical solutions
Support special projects, events, and evolving needs with flexibility and discretion
Ideal Candidate Profile
Experienced leader within complex, high touch environments such as family offices, private estates, or hospitality driven organizations
Demonstrated ability to manage multiple teams and functions through layers of leadership
Strong operational instincts with the ability to build structure without rigidity
High emotional intelligence with the ability to read nuance and manage dynamics thoughtfully
Calm, grounded presence with the ability to navigate pressure without becoming unsettled
Strong judgment, discretion, and problem solving ability
Solid HR and people management experience
Polished communicator able to interface seamlessly with principals, family members, and staff
Performance Expectations
Create a highly functional and organized operation with clear ownership and accountability
Maintain strong oversight of budgets, controls, and operational discipline
Ensure issues are addressed proactively and resolved efficiently
Drive alignment across all moving parts while maintaining calm and control
Continuously refine systems and processes to elevate overall performance
Operate with discretion, professionalism, and strong interpersonal awareness
Preferred Background
5+ years in senior operational leadership within family offices, private estates, or similarly high touch environments
Proven experience managing multiple teams through layers of leadership
Strong background in budgeting, vendor oversight, and operational systems
Experience supporting high net worth principals in complex, multi property environments