Head of Private Office

Job description

We are toogeza, a recruiting company specializing in finding talent and building teams for IT companies around the world. People make a difference in the big game — and we can help you find the right ones. We are currently looking for a Head of Private Office to oversee the day-to-day coordination of the private office support operations and household ecosystem of a High-Net-Worth Individual and their family. This role combines executive operations, team management, and high-level administrative oversight in a fast-paced UHNW environment. The successful candidate will act as a central coordination point between the individual and family members, personal assistants, household leadership, external vendors, and service providers, ensuring seamless execution across all areas of private and household operations. The position requires exceptional organizational skills, emotional intelligence, operational ownership, and the ability to manage multiple priorities with absolute confidentiality and professionalism. Location: Limassol, Cyprus Employment Type: Full-time, on-site KEY RESPONSIBILITIES: EXECUTIVE & PRIVATE OFFICE OPERATIONS - Oversee the work of Personal Assistants supporting the individual and family members, ensuring smooth coordination across private office activities. - Establish and improve workflows, communication standards, planning routines, and follow-up processes within the private office environment. - Ensure clear ownership, accountability, and timely execution across tasks handled by the PA team. - Provide operational oversight and step in when escalation, additional coordination, or quality control is required. - Ensure smooth information flow between the individual, family members, Personal Assistants, and relevant stakeholders. HOUSEHOLD & LIFESTYLE OPERATIONS - Oversee household operations and personal staff coordination, ensuring clear responsibilities and high service standards. - Coordinate household-related processes, including maintenance, repairs, logistics, service providers, and day-to-day operational needs. - Maintain visibility over residences, personal assets, and property-related matters where required. - Support coordination of property-related projects when needed, including communication between architects, designers, contractors, finance, and relevant stakeholders. - Support the coordination of private events, travel-related lifestyle needs, and other personal requests through the responsible team members. - Manage relationships with luxury service providers, contractors, concierge partners, and other external vendors. TEAM MANAGEMENT & LEADERSHIP - Lead, mentor, and support a team of Personal Assistants and key personal support staff. - Assess the current team structure, identify gaps, and suggest improvements in responsibilities, performance, or development areas. - Set and maintain high standards of communication, discretion, service quality, attention to detail, and execution across the team. - Coach team members on service standards, proactive communication, and appropriate interaction within a private household environment. - Participate in hiring, onboarding, feedback, performance management, and staff-related processes when required. - Maintain a respectful, service-oriented, and discreet working culture. OPERATIONAL EXCELLENCE - Identify opportunities to improve systems, procedures, and control mechanisms across private office and household operations. - Support budget visibility, expense control, vendor invoice review, and approval processes in cooperation with the finance team. - Coordinate with finance, legal, HR, and security teams on private office and household-related matters when required. - Identify gaps in ownership, communication, or execution and help resolve them proactively. - Maintain strict confidentiality and handle sensitive matters with professionalism, discretion, empathy, and sound judgment. REQUIREMENTS: - 5+ years of experience in a similar role within a UHNW, Family Office, Private Office, luxury hospitality, or executive support environment. - Proven experience managing executive support staff, assistants, or household operations. - Strong leadership and stakeholder management skills. - Exceptional organizational and multitasking abilities. - High level of discretion, emotional intelligence, and professionalism. - Ability to operate effectively in a fast-paced and constantly changing environment. - Experience supporting high-profile individuals or principals is highly preferred. - Fluent English. - Cyprus-based or willing to relocate to Cyprus. - Ability to work in a flexible, non-standard schedule when required. What’s next? If this role sounds like a fit — we’d love to hear from you! Just send over your CV and anything else you’d like us to consider. We’ll review everything within five working days, and if your background matches what we’re looking for, we’ll get in touch to set up a call and get to know each other better.