Full Time Chief of Staff Stockholm

Location: Primarily based in a suburb to Stockholm, with travel to Secondary Residences: Stockholm Archipelago, Sweden Westcoast, Suisse ski resort, South of France, etc. as required

Type: Full-Time, On-Call Availability

Reports to: Principals

Direct Reports: House Managers, Nannies, Housekeepers, Handyman, Chef, PA(s), etc

Position Summary

The Chief of Staff (CoS) is the strategic and operational right hand of the Principals, responsible for overseeing and integrating all aspects of the UHNW household's staffing, estate management, family logistics, and lifestyle support. The CoS ensures that the family's life is run with seamless precision, discretion, and excellence, across all properties and touchpoints. Initially focus will be on building the organization, with vendors, SOPs and recruiting without interrupting current service levels.

This role combines top-level leadership, logistics mastery, service culture development, and trusted discretion.

Key Responsibilities

Household & Estate Operations

• Supervise all household operations across multiple international residences, including equipment such as cars and boats.
• Responsible for collecting necessary information and understanding of the needs of the family, to architect the appropriate organization.
• Implement and maintain standard operating procedures (SOPs), household manuals, and quality controls.
• Oversee vendor management, renovations, property openings/closings, and annual maintenance planning.

Coordinate seasonal transitions (e.g., summer to winter homes), ensuring readiness and excellence, as well as seasonal animal care such as spring and autumn sheering of sheep.

Staff Leadership & Human Resources

• Lead recruitment, onboarding, and performance reviews for all household and lifestyle staff.
• Set staff schedules, shifts, and coverage to ensure 24/7 seamless operations when needed.
• Provide regular training on etiquette, discretion, service standards, and emergency procedures.
• Resolve conflicts, ensure a positive working environment, and manage internal communications.

Principal & Family Support

• Manage family calendar, personal logistics, and travel (including private aviation, transfers, itineraries).
• Coordinate with PA(s), security, tutors, nannies, and external advisors to synchronize family needs.
• Anticipate the Principal's needs and preferences, ensuring proactive, unobtrusive service.

Event & Guest Management

• Oversee household events, dinners, and formal/informal entertaining across residences.
• Liaise with chefs, florists, vendors, and guest services to meet family and guest expectations.
• Maintain discretion and polish during VIP or high-profile visits.

Financial & Administrative Oversight

• Manage household budgets, petty cash, vendor payments, and expense tracking (in coordination with private office).
• Negotiate vendor contracts, oversee cost controls, and ensure compliance with legal and insurance requirements.
• Maintain detailed documentation: staffing records, property manuals, emergency procedures, etc.

Skills Required

• Minimum 7–10 years in private UHNW households, estate management, hospitality, or luxury operations. Prior Chief of Staff, Estate Manager, or Director of Residences experience preferred.
• Leadership: Proven ability to manage and mentor teams, solve problems, and build a performance basedservice culture.
• Organization: Master multitasker with exceptional planning and delegation skills.
• Discretion: Impeccable judgment and confidentiality. NDA-level sensitivity.
• Cultural Fit: Able to match the tone and values of a refined, dynamic household. Polished, calm, service-oriented, with high emotional intelligence.
• Languages: Fluent in English. Additional languages (e.g., Swedish, French) a plus.
• Tech Savvy: Competent with digital calendars, travel booking tools, household management software, and cloud-based file systems.

Working Hours & Travel

• Flexibility required for extended hours, weekends, and travel.
• On-call availability expected in urgent or time-sensitive matters.
• Travel to seasonal residences or events may be frequent depending on the family's calendar.

Profile

You are a calm, competent, and highly trusted leader who thrives in complex, high-stakes environments. You know how to run estates like five-star hotels—but with the nuance of home. You anticipate needs before they arise, coordinate multiple moving parts with discretion, and lead staff with warmth, accountability, and quiet authority. You are structured and organized.