Director of Administration

An management professional who oversees the various administrative functions (HR, payroll, benefits, legal/compliance) of an office.

The Role of a Director of Administration

A Director of Administration is an manager who oversees and manages the administrative and/or operational functions of an office.

A Director of Administration collaborates with the Managing Director/CEO or CIO, the Director of Operations and other senior leaders to ensure the smooth running of all office functions and services. This person may oversee areas such as human resources, communication, finance, legal or technology. He or she may also be responsible for coordination among staff, or between departments, or for pushing work forward in a project management capacity.

A Director of Administration can also act as a liaison between a principal and external stakeholders, such as clients, partners, vendors or media, representing the principal’s values in a professional capacity.

An successful Director of Administration is a resourceful team player who delivers excellent service to a principal and the office at large. This person helps to safeguard and grow the principal’s wealth and legacy through proficient administrative, management and operational support.

Job Description

EDUCATION / EXPERIENCE

A Director of Administration should possess a Bachelor’s (B.S. or B.A.) or Master’s (M.S. or M.B.A.) degree, often in business, human resources, finance, accounting or a related field.

An experienced Director of Administration will have 5+ years’ experience in administration, and 3+ years experience in a leadership or management capacity.

SKILLS

Experience with a variety of functions within human resources, finance/accounting, communications, legal/compliance and technology
Natural leadership and management skills: to oversee and delegate tasks, create resources and prioritize goals
Project management skills, seeing complex projects through, consulting with others for their expertise, and learning, implementing and/or disseminating new information quickly
Creating and managing budgets, forecasting, reporting, auditing and/or facilitating tax compliance
Analytical skills: to extract meaningful insights from data, intelligence or information
Ability to identify, assess, mitigate and monitor any risks associated with employees (benefits, security, privacy, compliance)

CERTIFICATIONS / TRAINING

Professional certification is not required in this role, but an employer may prefer candidates with one of the following, or a similar certification:

Certified Administrative Professional (CAP)
Project Management Professional (PMP) or Certified Associate in Project Management (CAPM)
Professional in Human Resources (PHR) or Society for Human Resource Management Certified Professional (SHRM-CP)
Certified Professional, Life and Health Insurance Program (CPLHI)
Certified Employee Benefit Specialist (CEBS)
International Accredited Business Accountant (IABA)
Microsoft Office Specialist (MOS)
Certified Financial Planner (CFP)
Chartered Financial Analyst (CFA)
Certified Private Wealth Advisor (CPWA)
Certified Family Wealth Advisor (CFWA)
Certified Trust and Financial Advisor (CTFA)

RESPONSIBILITIES

Specific duties for a Director of Administration vary depending on the size and scope of a family office, or industry and organization, but they generally include:

Overseeing day-to-day operations and administrative functions
Developing and implementing organizational policies and procedures
Monitoring administrative and operating expenses and analyzing financial data
Hiring, training, evaluating, compensating and retaining employees
Negotiating contracts and agreements with vendors, forming and maintaining external relationships
Communicating effectively with various stakeholders, such as principal(s), family members, other staff, vendors and advisors.
Updating director-level staff or client directly on business performance and providing strategic advice
Ensuring compliance with legal and regulatory requirements at all times
Improving efficiency and professionalism of all office operations

ATTRIBUTES

Characteristics of a successful Director of Administration include:

Project management skills

A Director of Administration should be a proficient project manager who can plan, execute, monitor and control various projects related to the family office’s operations, finances, investments, philanthropy and other areas. He or she should be able to define the scope, objectives, deliverables, budget, timeline, and resources for each project and ensure that they are met or exceeded. He or she should also be able to identify and manage potential issues, risks, changes, and dependencies that may affect the project’s success.

Resourcefulness

A Director of Administration should be resourceful and adaptable in finding solutions to various challenges that arise in the course of managing a project. He or she should be able to effectively leverage the internal capabilities of the family office, as well as the external resources and advisors, to deliver optimal outcomes on behalf of the family office. He or she should be able to improvise and innovate when faced with changing or unexpected situations.

Communication

A Director of Administration should be an excellent communicator who can convey information, instructions, feedback, and requests clearly and effectively to various stakeholders, such as the family members, the staff, the vendors, and the advisors. He or she should be able to use verbal, nonverbal, written and visual communication skills to suit different audiences, contexts and purposes. He or she should also be able to listen actively, ask relevant questions and respond appropriately to others.

Decision-making

A Director of Administration should be a decisive and confident decision-maker who can analyze information, weigh options, and make sound judgments in a timely manner. He or she should be able to balance the needs and interests of the family office with the risks and opportunities involved in each decision. He or she should also be able to justify and communicate the rationale behind each decision and take responsibility for the consequences.

Responsibility and integrity

A Director of Administration should be a responsible and trustworthy professional who can uphold the highest standards of ethics, quality, and excellence in his or her work. This person should be able to act in the best interest of the family office and its stakeholders at all times and comply with all applicable laws, rules, and regulations. He or she should always maintain confidentiality, discretion, and respect for the family office’s privacy and reputation.

COMPENSATION

Total compensation for a Director of Administration ranges from $120-200K. Factors that command a higher salary include specific experience, education or training requirements, an ability to work/be on call outside of normal work hours, flexibility to travel or live-in and fluency in languages other than English. Components of a Director of Administration’s compensation may include:

Base salary

Fixed annual amount received for performing duties as agreed upon. A Director of Administration’s base salary varies depending on the size, complexity and location of the family office, as well as the experience and qualifications of the Director of Administration.

Discretionary bonus

A variable amount that is paid annually, based on an individual’s performance. A Director of Administration’s bonus is ultimately tied to the principal’s overall satisfaction and may fluctuate from year to year.

Equity

With equity compensation, a portion of the employee’s compensation is paid in options, restricted stock or performance shares, which represents ownership in a business or fund owned or managed by the principal. Options can have a vesting period and/or expiration date, which affects their overall value. Equity compensation strongly incentivizes long-term employment and can be a great tool for building a team that is dedicated, loyal and aligned with the overall vision of the principal/family office.

STANDARD BENEFITS

Directors of Administration at family offices typically receive the following corporate-style benefits:

Medical, dental and vision

Standard health benefits help employees stay healthy, reduce absenteeism and ultimately increase productivity.

Retirement savings account

401k, thrift savings plan or simple IRA, especially with employer matched contributions, shows your employees your commitment to their future.

Paid time off

PTO allows your employees to take time off from work for various reasons, such as vacation, sickness, personal matters or holidays.

Travel/miscellaneous expenses

Expenses incurred when travelling or conducting business on behalf of the office, including transportation, accommodations, meals and other costs related to business travel. These expenses may be reimbursed or covered by a travel allowance or budget.

OTHER BENEFITS / "PERKS"

Additional benefits are often included to enhance the attractiveness of an employment offer, as well as encouraging long-term employment. Such benefits include:

Education

Tuition reimbursement, scholarships/savings plans for those with college-aged children

Professional development

Encouraging and covering an employee’s participation in training courses, workshops, seminars, conferences or professional certifications

Health and wellness

Healthy food, beverages or snacks offered at the office
Paid or discounted gym memberships or fitness classes
Access to wellness programs with counseling services, health screenings, substance abuse treatment, etc.
Life and disability insurance

Employee assistance

Financial counseling
Legal advice
Transportation reimbursement or allowance

Charity

Volunteer opportunities
PTO days for community service
Charitable match program

Family benefits

On-site childcare or childcare reimbursements
Parental and family medical leave

Workplace

Remote work/flexible hours
Casual work attire
Employee recognition programs, awards or rewards

REPORT STRUCTURE

A Director of Administration generally reports:

To the Managing Director/CEO or CIO of a family office
To other director-level staff in finance, operations or HR
Directly to the principal(s)

Depending the size of a family office team, a Director of Administration may act on their own or as part of a larger administration team. As such, a Director of Administration may or may not have other staff that they are responsible for managing. Subordinates can include administrative staff, accountants, office managers, estate staff, etc.

Have Questions?

Streamlining Operations, Maximizing Efficiency

The Director of Administration is responsible for overseeing the smooth operation of a family office, ensuring all administrative functions are handled with precision. From managing calendars, overseeing communication, and liaising between departments to maintaining efficient office operations, the Director of Administration ensures the family’s needs are met quickly and effectively. This key position provides leadership and ensures that tasks are completed on time and within budget. They maintain order within the family office, serving as a strategic planner who organizes and optimizes daily operations.

With a focus on both efficiency and organization, the Director of Administration enables a smooth flow of activities and communications, ensuring the family office runs like clockwork.

“We place Directors of Administration who are proactive, highly organized, and dedicated to keeping your family office running at its highest potential.”

Adam Cook

Managing Director, Old State Staffing

Enhance Organizational Efficiency

Why You Should Consider a Director of Administration

A Director of Administration is a key figure in keeping a family office organized, managing multiple moving parts to ensure smooth operations. With their ability to optimize workflows and handle complex projects, they help maintain a high level of efficiency. A Director of Administration can help you:

Manage office operations, scheduling, and correspondence
Supervise office staff and ensure proper task delegation
Streamline administrative processes for better efficiency
Serve as a point of contact for both internal and external communications
Organize meetings, events, and travel for the family and staff

By hiring a Director of Administration, you can ensure the operations of your family office are optimized, leading to greater productivity and streamlined workflows.