The Chief of Staff reports directly to the Principal and is the Principal’s main representative both internally and externally for personal and professional matters. The Chief of Staff also reports to the Principal’s Manager and to the Co-Trustee of the Company. The Chief of Staff is responsible for effective and efficient communication amongst team members and will ensure daily operations are executed in an organized manner.

Essential duties and responsibilities shall include, but not be limited to:

Personal Team Manager

1. Directly manage and oversee the Principal’s personal team. The personal team includes, but is not limited to, the Principal’s: (i) Ranch Manager; (ii) Personal Assistant; (iii) Nannies; (iv) Housekeeper(s); and (v) other household vendors.
   1. Manage – Ensure team members perform duties as per their respective job descriptions
   1. Work with team members to ensure continuity of functions and work across all positions
2. Assign tasks, set goals and ensure projects and responsibilities are executed and completed by the personal team.  Actively manage tasks, goals and projects to ensure they are on time and on budget. 
3. Ensure daily personal team operations and projects are executed in an organized and high- quality manner. Be responsible for setting up and managing staff to ensure operations and projects are properly carried out
4. Ensure effective and efficient communication on behalf of the Principal amongst team members, includes delivery of performance evaluations and feedback from the Principal.
5. Create personal team schedules, review and approved submitted time sheets, manage time off requests and oversee team policies and systems.

Administrative Management & Family Support

1. Maintain an up-to-date personal and professional calendar.
2. Coordinate all aspects and elements of the Principal’s day-to-day schedule both professionally and personally.
3. Integrate and coordinate the Principal’s schedule with schedules of the immediate family members (husband and children) to ensure that work obligations, school obligations, extra- curricular activities, and leisure activities are outlined and coordinated in a joint calendar system.
4. Manage school schedule and coordinate with parents’ work schedules to ensure the family is able to attend all school-related events and activities including volunteer work, meetings and parent-teacher conferences, field trips, holiday shows, etc.
5. Ensure all planning/preparation needs required for individual obligations are discussed and addressed in advance of all appointments and events (paperwork, appointment scheduling and confirmations, specific arrangements, directions, etc.)
6. Assist with paperwork and additional coordination needs for all school-related activities as needed.

• Maintaining an organized calendar of birthdays and important events, and work closely with Principal to manage the purchase, preparation and sending of gifts for birthdays and holiday to family, friends, colleagues, etc.
• Liaise with Personal Manager and Business Manager and their staff, schedule business and personal appointments, prepare memos/letters/reports/paperwork, manage orderly and timely records.
• Coordinate household vendors by requesting bids, executing contracts, organizing appointments, and managing projects.
• Manage business expenses and account for petty cash floats in a timely manner.
• Track funds, report and provide receipts to Business Manager, and approve and provide back-up for credit card purchases both for personal and business credit cards.
• Maintain up-to-date personal files on behalf of the Principal and family including doctor records, contact information, school paperwork, extracurricular activity paperwork, schedules and itineraries, purchase orders and receipts, etc.
• Manage the Principal’s personal devices including phones, tablets and laptops, in partnership with Technology/Security contractor to maintain peak performance and up-to- date software.
• On an as-needed basis, provide administrative assistance with wine/vineyard business as requested by the Principal which may include assistance with scheduling meetings, communication, maintaining records, preparing memos and documents and assisting with event organization.

Project & Event Management

1. Manage all aspects of Principal-hosted events including events and gatherings with friends, dinner parties, birthday parties, holiday entertaining, special occasions, etc. ranging from 10-150+ guests.
2. Scout and hire vendors (caterer, party rentals, A/V support, bartenders, beverage purchase, lifeguards, activity leaders, security, etc.), negotiate rates and contracts, ensure proper paperwork is executed and approved, manage budgets, ensure vendors deliver goods and services and serve as the main point of contact for all event coordination.
3. Supervision of construction and renovations

Travel Coordination

1. Oversee, arrange and advance all aspects of professional and personal travel arrangements for the Principal, the Principal’s family, and the personal team, including:
   1. Private and commercial flight reservationsHotel bookings, suite riders and arrangementsGround Transportation
   1. Professional and leisure activities
2. Act as the lead point of contact and coordinator for the Principal for all travel
3. Travel with Principal, as requested, for business-related and personal travel

Qualifications and skills shall include, but not be limited to:

1. Previous experience in the service industry or supporting high-level principals (VIP or CEO/Executives) in a personal work environment
2. Innate leader, problem-solver and solution-finder
3. Highly organized, forward-thinking, service-oriented, a natural caretaker, and personally motivated.
4. Incredibly trustworthy, honorable, and discreet
5. Ability to handle a high-volume workload
6. Ability to de-escalate intense and stressful situations
7. Ability to prioritize, organize, and follow through on all tasks, big and small
8. Has common sense and is proactive
9. Excellent computer and technology skills
10. Ability to work well independently and also integrate well within a team setting
11. Be able to distill complex communications into an easy-to-read and understand format to ensure clear communications with principal and family
12. Willingness to jump in and assist with any task and work with the team in a proactive and joint manner

Physical or additional requirements shall include, but not be limited to:

1. Must possess a valid California driver’s license and excellent driving record
2. Must drive a car with valid automobile insurance in California
3. Comfortable working in a rustic setting and working with animals and children
4. In good physical condition, capable of lifting 50+ lbs., and enjoys spending many hours daily on your feet and physically moving about
5. Travel to the Santa Ynez valley required three times per week
6. Travel to other locations as directed by the Company
7. Available to work evenings/weekends

Email your resume to [email protected]