Family Office — Office Manager
Location: Palm Harbor, FL
Position Type: Full-Time, Exempt
Reports To: Patriarch of the Family Office
Schedule: Monday–Friday, 8:30 a.m.–5:00 p.m., with occasional evenings and weekends as needed to support family and business needs.
Position Summary
Hall Capital Holdings is seeking a highly organized, proactive, and service-oriented professional to serve as the Office Manager for our private family office. This is a senior, trusted role at the center of the office — the person who keeps the business, the household, and the family’s day-to-day life running smoothly, quietly, and well.
Reporting to the patriarch and partnering closely with the Office Directors and the broader team, this role provides administrative, personal, operational, financial-support, and human-resources leadership across the family office. It is the single point of continuity through which schedules, travel, household needs, vendors, records, and special projects are coordinated and overseen.
The ideal candidate is detail-oriented, resourceful, adaptable, and discreet — someone who anticipates needs, exercises absolute confidentiality, and is equally comfortable managing a complex calendar, arranging detailed travel, coordinating with the family’s trusted advisors, or planning a family celebration. No two days are alike. The successful candidate enjoys problem-solving, takes ownership, and thrives in a fast-paced, relationship-driven environment where priorities can shift quickly and trust is everything.
Why This Role Matters
Hall Capital Holdings exists to thoughtfully manage, preserve, and grow family assets across generations while supporting the personal and financial needs of the family it serves. We are a small, high-performing team with clearly defined roles aligned to expertise — which means every role carries real weight, and this one carries a great deal of it. This role is the operational backbone and connective tissue of the office — the person who ensures nothing falls through the cracks, who protects the family’s time, privacy, and peace of mind, and who frees the principals and the leadership team to focus on strategy rather than logistics.
Beyond keeping the office running, this position is a steward of the office’s culture. As a central point of contact for the entire team and for the family’s trusted advisors, the person in this role sets the tone for professionalism, harmony, and follow-through — and contributes directly to the family’s long-term continuity and multigenerational legacy. Simply put, when this role is done well, the entire family office — and the family it serves — runs better.
Essential Responsibilities
Family & Personal Support
- Serve as the primary point of contact for personal administrative matters for the principals and their family, including extended-family needs.
- Manage personal and business calendars, appointments, and scheduling with foresight and precision.
- Coordinate personal and business travel — flights, lodging, ground transportation, itineraries, and trip payment — and manage details end to end.
- Handle personal assistance, purchasing, gift buying, reservations, research projects, and special requests.
- Coordinate personal appointments and family activities, and support planning for family gatherings, celebrations, holidays, and charitable events.
- Anticipate needs and proactively identify solutions that simplify the principals’ personal and professional lives.
- Handle sensitive personal information and correspondence with the highest degree of confidentiality and discretion.
Household & Property Coordination
- Coordinate household projects and manage relationships with vendors and service providers, including maintenance and repairs, home-technology vendors, and contractors.
- Support renovation and property projects in partnership with the CEO and property manager.
- Support household HOA matters as directed, such as annual meeting preparation and various tasks requested by the CEO.
Office Administration & Operations
- Oversee the day-to-day administrative operations and overall management of the family office.
- Maintain office organization, supplies, mail, and physical and electronic filing systems.
- Coordinate meetings, calendars, and office events.
- Manage relationships with office vendors and service providers.
- Prepare documents and correspondence and provide general administrative support to the team.
- Lead and coordinate special projects and cross-functional initiatives from start to finish.
- Manage office HOA matters and related correspondence.
Human Resources
- Coordinate employee onboarding and offboarding, and maintain employee files and records.
- Assist with benefits administration and communication with employees and vendors.
- Support recruiting efforts and interview coordination.
- Champion office culture and harmony — organizing team-building, recognition, celebrations, and events that keep the team connected and appreciated.
Finance & Treasury Support
- Support accounts payable and review of external-services invoices.
- Provide family and office tax support in partnership with the CFO.
Technology & Systems
- Serve as liaison with external IT providers and support IT services and information security.
- Coordinate office technology setup, equipment needs, software access, and user accounts.
- Maintain organized digital filing systems and secure document-management practices.
Compliance, Records & Governance
- Maintain corporate, legal, and compliance records across multiple entities, and manage document retention and organization.
- Coordinate with attorneys, accountants, and other professional advisors as needed.
- Support administrative preparation for audits and reporting requirements.
- Contribute to family-governance initiatives as a member of the Governance Team, helping memorialize plans that guide the family office and preserve the family legacy.
Qualifications
- Minimum of 5 years of experience in executive support, office management, family-office administration, or personal-assistant roles.
- Experience supporting business owners, executives, or high-net-worth families strongly preferred.
- Demonstrated experience handling confidential personal and financial matters with absolute discretion.
- Exceptional organizational, time-management, and project-management skills, with the ability to manage many priorities simultaneously.
- Strong written and verbal communication skills and the presence to work directly with principals, leadership, and external advisors.
- Proficiency in Microsoft Office Suite and cloud-based systems; comfort learning new tools (e.g., project-tracking platforms).
- Self-motivated, dependable, and capable of working independently with sound judgment.
Desired Characteristics
- Trustworthy and discreet — handles the family’s most sensitive matters with unwavering confidentiality.
- Service-oriented — brings a genuine “no task is too small” attitude and a willingness to help wherever needed.
- Accountable — owns commitments, results, and follow-through, and can be relied upon completely.
- Focused and urgent — identifies what matters most, moves quickly, and keeps things from slipping through the cracks.
- Collaborative — contributes to a respectful, harmonious, team-first culture.
- Clear communicator — keeps the right people informed and aligned.
- Resourceful and adaptable — a natural problem solver who stays calm and positive when priorities shift.
Hall Capital Holdings, LLC is an equal-opportunity employer.
Pay: $70,000.00 - $90,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Paid time off
Work Location: In person
