Administrative Lead (Family Office)

Citizenship allowing visa-free entry to Europe — MUST
Team management experience — MUST
Relocation to Germany, Turkey or Bulgaria — MUST
Willingness to travel and work on a 24/7 schedule — MUST

We are seeking an exceptional Administrative Lead to manage the complex, fast-moving world around a high-profile CEO and his extended family. This is not a classic EA/PA role — it is a managerial leadership position at the intersection of executive support, operations, and high-level logistics across multiple geographies.

You will oversee and mentor a team of 2–3 Executive Assistants and coordinate 15+ support staff (drivers, housekeepers, nannies, chefs, tutors, etc.) while acting as the key interface between the CEO, his Chief of Staff, and personal/family stakeholders.

This role demands a strategic thinker and master executor, someone who thrives in chaos, solves problems before they arise, and brings operational excellence to every detail — from scheduling and travel, to education pipelines and family logistics.

Key Responsibilities:

• Team Leadership: Manage and develop a team of Executive Assistants and household personnel.
• Executive Support: Oversee daily scheduling, calendar management, travel logistics, and priority coordination for a high-volume, constantly shifting agenda.
• Personal & Family Operations: Coordinate support for the CEO’s family (spouse, children, extended staff), including medical appointments, school applications, and domestic relocations.
• Travel Management: Handle complex international travel itineraries, including urgent business trips and family relocations (cars, cargo, homes).
• Information Flow: Prepare briefings, collect feedback, ensure key decisions and updates are shared with the right stakeholders in the right format and at the right time.
• Office Systems: Build and refine internal administrative systems, ensuring consistency across tools and touchpoints (Outlook, WhatsApp, dashboards, etc.).
• Crisis Response: Be ready to resolve issues late at night, on weekends, or mid-flight — with calm, speed, and precision.

Candidate Profile:

• Minimum 5–7 years of operational management experience, ideally from dynamic service industries, consulting, tech, or complex family offices.
• Proven experience leading cross-functional teams and managing high-volume workflows.
• Extremely detail-oriented, with strong execution skills and a project management mindset.
• High EQ, with discretion, service orientation, and adaptability in multicultural and multilingual environments.
• Comfortable working across time zones, with flexible availability (CEO operates on a 6/1 schedule).
• Fluent English (written and spoken). Other languages are a plus.
• Valid passport with the ability to travel frequently is required
• Ability to travel on a short notice and on demand for urgent or scheduled tasks and support CEO during business trips.

Working Conditions:

• Format: official employment and full legal compliance.
• Ability to relocate to Germany, Turkey or Bulgaria
• Travels to Singapore, Turkey, Germany, Italy, Switzerland, Serbia, Bulgaria.
• Schedule: flexibility to work across multiple time zones, be available on-demand (24x7) high responsiveness required, travel at short notice.
• Contract: 3–6 month probation; long-term role with potential for internal promotion.
• Compensation: $80–120K gross/year, depending on experience. Relocation package available.

Apply if you're ready to lead under pressure, embrace unpredictability, and raise the bar of executive operations.