FAQ
- What You Need To Know
Frequently Asked Questions
Find answers to common questions about the hiring process, our services, and what to expect when working with us.
The Hiring Process
I’d like to learn more about hiring staff for my family office. Who can I talk to?
Absolutely! We’d love to meet with you and learn more about your hiring needs. You can book an Introductory Meeting with one of our family office staffing experts.
This informal chat is the perfect opportunity to ask questions, learn about our services, or simply pick our brains about anything family office staffing related. No pressure—just a helpful conversation.
I’m ready to hire someone. What’s the first step?
We’re excited to help! To get started, please complete a New Hire Request. Or if it’s easier, feel free to call us and we can complete it with you over the phone.
Still on the fence, or have more questions before moving forward? Book an Introductory Meeting to learn more about what we do and how we can help!
How long does it usually take to find and hire someone?
Most clients start reviewing candidates within 3–7 days, and our median length to fully place a candidate is 21 days. That said, we’ve placed candidates in under a week—and we’re happy to move as quickly or as slowly as you like. Timing generally depends on:
- The type of position
- Competitiveness of the role (e.g. salary, benefits)
- Any unique or specialized requirements
We’ll share an estimated timeline after learning more about your role and priorities.
How far in advance should I start the hiring process?
Most of our candidates are available to start immediately or within 2-4 weeks. We typically recommend reaching out about 30 days in advance.
That said, we can often place someone within a week—so contact us regardless of your timeline. We’ll be transparent about how long your search may take, and move as quickly as needed to meet your deadline.
Note: Candidates who are currently employed typically require at least two weeks’ notice, and may need additional time for relocation or transition planning.
Where do your candidates come from?
Most of our candidates are professionals in their field who found us through word of mouth, referrals, or while actively job searching, and many register with us to be notified of upcoming opportunities.
In addition to our candidate network, we post your role on relevant job boards and industry platforms. We also partner with local universities and sister agencies to cast a wide net and find the best possible fit.
How will I know if a candidate is the right fit?
Your placement specialist will create a tailored job description outlining the key skills, experience, and personality traits for the role. After interviews, you’ll have the option to conduct a Working Trial—a short-term, hands-on evaluation period before extending a formal offer.
The Working Trial benefits both sides: it helps confirm the match for you and gives the candidate a real sense of the job. In our experience, it’s one of the best indicators of long-term success. Learn more about it here.
Do you work nationally, or just in one region?
We proudly specialize in private staffing throughout the Mid-Atlantic region! While being a national agency certainly has its benefits, we believe it’s our responsibility to be upfront with our clients that our connections in the childcare and family staffing industry and our candidate network are strongest on the East Coast.
That said, we frequently handle placements for clients with multiple homes, clients that work or live in different states, or for positions that require frequent travel.
What are the benefits of using a local agency?
National agencies generally prioritize volume over depth, and each new search can feel like starting from scratch. They typically present a small pool of candidates (usually 3–5), leaving clients with limited options.
We take a different approach. As a local agency, we are experts in the local market, stay current on state-specific employment regulations, and maintain an established network of trusted professionals. That means faster, more personalized service—and better hires.
Can I hire for more than one role at the same time?
Yes! In fact, hiring for multiple roles at the same time can be a smart move. It allows you to consider how candidates complement each other, and streamlines your communication and scheduling with us/potential candidates.
You’ll work with one lead placement specialist for continuity, though other members of our team may join consultations to ensure each role gets the attention it deserves.
Do you offer in-person consultations?
Yes! While most consultations happen over video or phone, we’re happy to visit your home or office if you believe that would help us better understand your needs. We offer complimentary in-person consultations to clients within 40 miles of our office in North Bethesda, MD.
You’re also welcome to visit us at 909 Rose Ave, Floor 4, North Bethesda, MD 20852.
What information is shared with candidates during the search process?
You’ll approve what’s shared with candidates in a draft job description following our initial meeting. As candidates move through the process, we may share more about the role or workplace—but we never share personally identifying information without your permission.
Your data is stored securely in our encrypted CRM system. All staff are bound by confidentiality agreements, and our software meets or exceeds national standards for data security and privacy, including: IS 642819 ISO/IEC 27001, SOC 2 Type II, SOC 1 Type II, GDPR, CCPA, HIPAA, and more.
Still Have Questions?
Put time on our calendar—whether you’re ready to hire or not, we’re happy to discuss your hiring situation and answer any questions you might have.
Employers
Can Old State Staffing handle payroll/taxes for my employee?
We are a referral agency—our role is to source, vet, and present qualified candidates to you and offer guidance throughout the hiring process. We do not provide payroll or tax filing services directly, however, we have deep experience with family office operations and can introduce you to our dedicated representative at GTM Payroll Services. GTM is the nation’s leading provider in family office payroll, insurance and benefits administration.
We’ll introduce you to our dedicated payroll specialist, where you’ll receive a complimentary consultation as well as free account setup. You’ll have access to curated resources covering everything from offering healthcare stipends to maximizing tax savings, so that you know that you employing others with total confidence.
Should my family office staff be employees or 1099 contractors?
In most cases, family office staff are classified as W-2 employees. These roles tend to be long-term, closely managed, and integral to the operations of the family office, which typically meets the IRS definition of an employer-employee relationship.
Independent contractor classification may be appropriate for project-based consultants or firms providing external services. However, misclassification can create tax exposure and liability. We’ll help you clarify each role’s classification and connect you with legal or tax counsel if needed.
What benefits should I offer for my position?
Yes, though structure matters. Performance-based bonuses and long-term incentive plans can help attract and retain top-tier professionals in competitive roles like investment, accounting, or legal counsel. Some families also offer “phantom equity” or profit-sharing models tied to portfolio performance, without giving up actual ownership.
These arrangements should be carefully designed in partnership with legal and financial advisors to ensure compliance and alignment with your goals. We’ve seen a wide range of models and can help you think through compensation that supports both loyalty and performance.
Can I offer equity or performance bonuses to my family office team?
Benefits can vary by position, hours, and your budget. We encourage you to visit our Positions page for guidance on industry-standard compensation and benefits for each role.
If you’d like help navigating healthcare, retirement savings, or other benefits for household employees, your placement specialist will walk you through these details during your consultation.
Should family office staff be employed through a separate legal entity?
Most families choose to create a dedicated LLC or S-corp for staffing and payroll purposes. This can offer liability protection, streamline accounting, and make it easier to manage tax filings, benefits, and compliance.
Are there tax advantages to employing staff through a family office?
Possibly. Structuring your team under a family office entity can create opportunities for tax efficiency, particularly when staff support investment or business functions, rather than purely personal services. Compensation tied to investment management, for example, may be deductible as a business expense.
That said, personal/household services—like housekeeping or childcare—are generally considered non-deductible, even if paid through the same entity. It’s important to consult with your tax advisor to determine which roles may qualify, and how to structure employment in a way that aligns with IRS guidelines.
How do I retain key employees in a discreet, private environment?
Retention often hinges on trust, compensation, and long-term alignment. In a discreet family office setting, staff may appreciate increased autonomy, direct access to principals, and meaningful, stable work. Retention strategies may include annual reviews, structured bonuses, milestone rewards, or clear growth pathways within the organization.
We’ll help you identify what motivates your ideal candidate and ensure those values are reflected in your offer, onboarding, and long-term strategy.
Candidate Screening
What does Old State Staffing’s candidate screening process include?
All candidates must pass a multi-step pre-screening process, including social security and work eligibility verification, employment history checks, professional and personal reference checks, online presence reviews, phone screening, and in-person interviews.
In addition to this, we also conduct an independent background check that covers national criminal records, county and state-level offenses, sex offender registries, and motor vehicle records. Additional screening can be run upon request. Visit Candidate Screening for more information.
How do you identify the right fit for a role within a family office?
Our placement team invests significant time evaluating each applicant to ensure only the most qualified candidates are presented to you. We often receive hundreds of applicants per role, so it’s crucial that our recruiters deeply understand your position before our search begins.
While every candidate we present meets will be qualified and capable of success in your role, your feedback is essential in helping us identify the right personality and background to complement your family office’s structure, culture, and long-term goals.
Should I interview candidates by phone, video, or in person?
Video interviews have become the standard—and for good reason. They offer insight into a candidate’s demeanor, presentation, and environment. We’ve seen many candidates disqualify themselves—particularly for finance or operational roles where professionalism and communication style are under close scrutiny.
We strongly recommend in-person meetings as well, especially during final interviews or working trials. However, if you’re meeting several candidates, video interviews can save valuable time. Ultimately, interview format is your choice, and we’re happy to guide you or facilitate the process—whether remotely or at our office.
Can I check a candidate’s references myself?
While you can, we recommend allowing us to handle it. As a neutral party, we’re more likely to receive candid, objective feedback. In addition, employment reference laws vary by state, and our team knows how to ask the right questions without overstepping legal boundaries. For family office roles, this can help surface insights into a candidate’s past fiduciary responsibilities, integrity, and ability to navigate complex interpersonal dynamics.
Why is the background check run after a job offer is made?
In many states, including Washington D.C., Maryland, and Virginia, employers are prohibited from running background checks until after a conditional offer of employment is extended and accepted. This is due to “Ban the Box” laws that aim to ensure candidates are evaluated on qualifications before any criminal history is considered.
How long does it take to receive the results of a background check?
Why does your background check take longer than the instant ones I've see online?
Unlike “instant” background checks, our screenings include county-level records—where over 98% of criminal cases originate. These records are not part of any centralized, digital database and often require in-person courthouse retrieval.
Thorough checks can also reveal red flags that don’t show up in criminal databases—such as active restraining orders. When hiring for roles that involve financial oversight or confidential family matters, thorough screening is essential to protect your assets and peace of mind.
Candidates
What does a referral agency do for job seekers?
When you apply to one of our roles, our placement team reviews your experience and qualifications to see if you’re a strong match. If you register as a candidate, we’ll get to know you more personally and reach out whenever we post a role that aligns with your background. We also provide interview prep, resume guidance, and support throughout the hiring process to help you put your best foot forward.
At Old State Staffing, we see our candidates as individuals—not just resumes. If you’re placed in one of our roles, we’ll be by your side to make sure you’re set up for long-term success.
Do I need to register as a candidate to be considered for a job?
You’re welcome to apply to individual roles, but registering as a candidate gives you the best chance of being matched to a wide range of opportunities. Registration is easy—we just need a few basic details and your current resume. Once you’re in our system, we can reach out directly whenever a new role opens that matches your profile.
Does it cost anything to work with Old State Staffing?
No. Our services are completely free for candidates. We never charge job seekers to apply or be placed in a role. Clients pay a placement fee that covers the cost of search, screening, and support.
Where are Old State Staffing's jobs located?
Our main offices are in North Bethesda, MD and many of our jobs are based in the Greater Washington Region. However, we handle placements throughout the Mid-Atlantic region, and support clients with secondary or seasonal homes nationwide.
How long does it take to find a job?
That depends on your experience, location, references, and the types of roles you’re interested in. Some candidates are hired within a week, while others may take several months or more. Being flexible about things like location or schedule can help speed up your search.
I’m interested in one of your roles but have limited professional experience. Can I still apply?
Most family office roles require a solid foundation in your field (finance, legal, etc.). That said, entry-level candidates may be considered for support roles, but candidates should have work or academic experience that demonstrates a client-service mindset.
If you’re not sure whether you qualify for a specific role, don’t hesitate to reach out. We’re happy to help clarify.
What does the application process look like?
We’ve kept our process simple. To apply, we only ask for basic personal info and your current resume. If your background aligns with an open role, we’ll reach out to schedule a time to learn more about you and collect additional details as needed.
If you’re applying for a specific job, submit your resume directly through the job posting on our job board. If you’re interested in multiple positions, register as a candidate to be considered for all current and future roles.
What is your interview process like?
If you’re a potential match for one of our roles, we’ll invite you for a video or in-person interview (usually 45 minutes). Depending on the role, a second interview may be requested.
Employer interviews typically last 30–60 minutes, but format varies. We’ll give you all the details ahead of time, along with interview prep and support.
Who pays my salary? Am I an employee of Old State Staffing?
No. Old State Staffing is a referral agency that guides clients through the hiring process and supports candidates as they apply to and accept a role. Once an employee has been offered a position with an employer, you are considered an employee of the family/employer who hired you. As such, your salary, benefits, and employment terms are managed by the employer directly.
What are the typical workdays or hours for your roles?
Family office roles usually follow traditional business hours, though some clients may expect responsiveness outside of standard times. High-level roles may require travel, extended hours during audits or reporting seasons, or coordinating with multiple time zones.
How is my personal information handled during the hiring process?
Your personal information is kept confidential and never shared with clients without your consent. All candidate data is stored securely in our internal database, and our team is bound by strict confidentiality agreements.
We also work with a digital security firm to ensure our systems exceed industry standards for privacy and data protection.
What information is shared with an employer if I’m submitted to a role?
When we present you to a client, we’ll share your basic personal information and resume, as well as our feedback based on our interaction with you. If the client decides to move forward, we’ll request your consent to run a background check as part of our standard screening process.
Positions
Do you place family office positions not listed on your website?
Yes. Whether your position goes by a different title or is a completely unique role, there’s a good chance we’ve hired for it before. Contact us to discuss—if we can’t help, we’ll direct you to other hiring resources or trusted partner agencies.
Do you source candidates with private family office experience?
Yes. We prioritize candidates who understand the unique nature of working in a private family office, including the need for discretion, long-term alignment, and often broader or hybrid responsibilities than in traditional corporate settings. That said, we also consider professionals from adjacent sectors, such as wealth management, legal, or corporate finance.
How do you vet candidates for senior-level or fiduciary roles?
For senior or high-trust positions like Director of Accounting, Portfolio Manager, or General Counsel, we conduct additional layers of vetting. This may include additional reference checks, credential verification, and in-depth screening for alignment with your family’s values and long-term goals.
Can you help us build out our family office from scratch?
Absolutely. Whether you’re transitioning from an informal structure to a formal office, or starting a new family office, we can guide you through the key staffing decisions—starting with foundational roles and scaling up as needed. Our team can advise on role design, compensation strategy, phased hiring plans and more.
How do you find candidates who align with our family’s values and long-term goals?
We start by understanding the “why” behind your hire—whether that’s building continuity across generations, formalizing a growing office, or hiring for a specialized investment strategy. From there, we tailor our screening to assess not just skillset, but how candidates operate: Do they value discretion over visibility? Are they proactive or process-driven? Are they used to working within multigenerational dynamics or philanthropic missions?
We also evaluate stability and trajectory—candidates who see this as a career, not just a role. This helps us ensure we’re recommending individuals who are aligned with your long-term goals, not simply filling your current vacancy.
Fees & Payment
What is your placement fee?
Our placement fee is:
- 20% for full-time placements
- 25% for part-time or temporary placements
This amount is based on an employee’s total gross annual compensation, agreed upon on in the employee’s offer and employment agreement.
Do you charge any other fees?
No. We like to keep things simple and believe in price transparency. We do not charge application or retainer fees, and there are no upcharges along the way. Our placement fee is due only after a successful placement. Visit Fees & Payment for more information.
When is the placement fee due?
Do I need to sign a contract to work with Old State Staffing?
Yes. After our consultation, we’ll send you a customized job description for approval, along with a Service Agreement. This agreement must be signed before we begin your search.
Our Service Agreement confirms that Old State Staffing is representing you in the hiring process. It outlines the terms of our services, including our satisfaction guarantee, fee structure, and privacy protections.
Ready To Get Started?
Satisfaction Guarantee
What happens if I need to replace a new employee?
We stand by our candidate screening process with a 1-year retention rate of 97%. That said, we understand that things happen and guarantee each long-term family office staff member we place for the first 90 days. Our Satisfaction Guarantee begins on your employee’s start-date, which is the date agreed to by both parties in an Employment Agreement.
Is there a limit to the number of times I can replace a candidate?
No. Although extremely unlikely, if you do need to replace a family office candidate more than once, know that new candidates carry their own 90-day Guarantee Period. We do this so you know that you’re always protected while a new employee is getting settled in.
What are considered acceptable reasons for replacing a candidate?
Our 90-day Satisfaction Guarantee is unconditional, meaning you can request a replacement family office candidate for any reason. This includes changing your mind, a candidate resigning, or any reason in between.
What if I decide not to hire a replacement after using your Satisfaction Guarantee—is your fee refundable?
Unfortunately, we cannot refund our placement fee once it has been made. This fee covers the upfront costs associated with running your search and supporting you throughout the pre-employment process. That said, we will happily replace our initial household candidate if you change your mind or they leave for any reason—at no additional cost. Visit Satisfaction Guarantee for more information.
Referral Program
How do I refer a candidate or client to Old State Staffing?
You can refer a candidate or client by visiting Referral Program and completing the Referral Form. Before we reach out to your referral, we’ll contact you directly to confirm their information and ensure we understand who you’re referring and why.
What qualifies as a successful referral?
A referral is considered successful when the candidate or client you referred completes the hiring process with Old State Staffing, and the placement fee clears after our 90-day satisfaction guarantee period.
Referrers must be at least 18 years old. While you may refer as many candidates or clients as you’d like, only one referral bonus will be paid per person or household. If we receive multiple referrals for the same individual, the first one submitted will receive the bonus. Full terms and conditions are available here.
When will I receive my referral bonus?
Referral bonuses are issued once the referred candidate has been successfully placed, or the referred client has completed a hire, and the 90-day satisfaction period has passed. We’ll contact you directly to process your payment.
Please allow up to 30 days from the completion of the satisfaction period for your bonus to be issued. If you have any questions about timing or eligibility, feel free to contact us.
How many referrals can I make?
There’s no limit to how many referrals you can submit. However, we only issue one referral bonus per candidate or client. If multiple referrals are submitted for the same person or household, the bonus will go to the first referrer. Visit Referral Program Terms & Conditions for full details.
