Chief Operating Officer

Czerlau Family Office

Location: United States

Work Arrangement: Fully Remote

Employment Type: Full-Time

Department: Executive Leadership / Operations

Reports To: Principal / Managing Director

Czerlau Family Office is seeking an experienced and strategic Chief Operating Officer (COO) to oversee operational management, strengthen organizational effectiveness, and support the execution of the firm's long-term business objectives.

The COO will work closely with the Principal and senior leadership to translate strategic priorities into actionable operating plans, coordinate business functions, improve internal processes, and establish effective management practices. This role requires strong executive judgment, operational discipline, financial awareness, and the ability to manage complex initiatives in a confidential, relationship-driven financial services environment.

The successful candidate will help ensure that the firm's operations remain efficient, well-coordinated, and aligned with its priorities in capital stewardship, investment support, risk management, and long-term wealth preservation.

This is a fully remote position based in the United States, requiring effective collaboration with leadership, professional advisers, external service providers, and other stakeholders across relevant jurisdictions.

• Partner with the Principal and senior leadership to develop, implement, and monitor strategic business plans and operational priorities.
• Translate executive decisions into actionable initiatives, timelines, performance objectives, and accountability frameworks.
• Oversee the execution of cross-functional projects and ensure that operational activities support the firm's long-term objectives.
• Provide management with operational assessments, strategic recommendations, and regular progress reports.
• Identify organizational challenges and recommend practical solutions to improve execution, responsiveness, and business performance.

• Oversee the firm's day-to-day administrative and operational activities to ensure consistency, efficiency, and accountability.
• Establish and maintain standardized operating procedures, internal workflows, and management reporting processes.
• Evaluate existing operational structures and identify opportunities to reduce inefficiencies, strengthen coordination, and improve resource utilization.
• Develop appropriate operational policies, approval procedures, and escalation mechanisms in collaboration with relevant leadership and advisers.
• Ensure that operational responsibilities, decision-making authority, and reporting lines are clearly defined.
• Monitor key operational priorities and take corrective action when performance falls below established expectations.

• Coordinate operational activities supporting the firm's investment management and capital allocation processes.
• Work with investment professionals, portfolio managers, custodians, external advisers, and other authorized service providers to support efficient investment administration.
• Establish consistent procedures for investment documentation, transaction coordination, portfolio reporting, and recordkeeping.
• Monitor operational dependencies associated with investment activities and escalate material issues to the appropriate decision-makers.
• Support the development of reporting frameworks that improve management visibility into portfolio-related operations and investment implementation.
• Ensure that investment decisions remain within the authority of designated investment decision-makers and that operational personnel execute approved instructions appropriately.

• Collaborate with finance personnel and external accounting providers to oversee operating budgets, expense controls, financial administration, and resource planning.
• Monitor operating costs and identify opportunities to improve cost efficiency without compromising service quality, confidentiality, or appropriate controls.
• Support the preparation and review of management reports, operating forecasts, and budget-to-actual analyses.
• Establish appropriate procedures for expense approvals, vendor payments, financial documentation, and internal reporting.
• Coordinate with relevant professionals on cash management procedures, financial administration, and liquidity-related operational requirements.
• Provide the Principal and senior leadership with timely information to support resource allocation and management decisions.

• Work with legal counsel, compliance professionals, accounting advisers, and other qualified specialists to support appropriate governance and operational control frameworks.
• Identify operational risks, process weaknesses, and potential control gaps, and coordinate the implementation of reasonable mitigation measures.
• Support the maintenance of internal policies, approval records, documentation standards, and reporting procedures.
• Promote responsible handling of confidential financial information, family records, investment materials, and sensitive business communications.
• Coordinate responses to operational incidents, documentation deficiencies, and control-related concerns.
• Help ensure that business activities are conducted in accordance with applicable policies, contractual obligations, and legal requirements, with specialized compliance determinations referred to qualified professionals.

• Oversee relationships with external service providers, including professional advisers, technology providers, accounting firms, legal counsel, and administrative partners.
• Evaluate vendor performance, service quality, contractual commitments, and operational effectiveness.
• Coordinate service-provider onboarding, performance reviews, and periodic assessments.
• Support contract administration, service-level monitoring, and the resolution of operational issues.
• Maintain clear communication channels among internal leadership and external stakeholders while protecting confidential information.
• Recommend improvements to the firm's external service-provider network when necessary.

• Provide leadership, direction, and performance oversight to personnel responsible for operational and administrative functions.
• Establish clear responsibilities, performance expectations, and reporting structures across relevant teams.
• Support recruitment planning, onboarding procedures, professional development, and performance evaluation for operational personnel.
• Foster a culture of accountability, sound judgment, discretion, and continuous improvement.
• Coordinate collaboration among investment, finance, administration, technology, and external advisory functions.
• Assess organizational capacity and recommend staffing or structural adjustments as business requirements evolve.

• Oversee the operational use of business systems, workflow tools, document management platforms, and reporting technologies.
• Collaborate with technology providers to improve process automation, information accessibility, and operational reliability.
• Support appropriate access controls, information security practices, data protection procedures, and secure document handling.
• Coordinate the development and maintenance of business continuity procedures and contingency plans.
• Monitor operational dependencies and recommend measures to improve resilience and reduce disruption.
• Ensure that technology-related initiatives are aligned with business requirements, confidentiality standards, and approved budgets.

• Establish appropriate operational performance indicators and reporting routines to measure execution, efficiency, service quality, and resource utilization.
• Prepare periodic operational updates for the Principal and senior leadership.
• Track progress against approved business plans, operating budgets, and organizational priorities.
• Identify recurring operational issues and recommend sustainable corrective actions.
• Use management data and qualitative feedback to evaluate operational effectiveness and guide improvement initiatives.
• Ensure that reporting is accurate, timely, appropriately documented, and distributed only to authorized recipients.

• Maintain strict confidentiality regarding family affairs, financial information, investment strategies, business relationships, and internal decision-making.
• Exercise discretion when handling sensitive information and communicating with external parties.
• Ensure that access to confidential records is limited to authorized individuals with a legitimate business need.
• Promote professional conduct, sound governance, and responsible management practices throughout the organization.
• Perform executive responsibilities in accordance with the firm's policies, delegated authority, and applicable legal obligations.

During the initial ninety days, the COO is expected to focus on the following priorities:

• Operational Assessment: Review the existing operating structure, workflows, reporting arrangements, and administrative procedures.
• Strategic Alignment: Meet with the Principal and relevant stakeholders to understand business objectives, management expectations, and immediate operational priorities.
• Process Standardization: Identify critical processes requiring clearer documentation, defined ownership, or improved approval procedures.
• Risk and Control Review: Assess operational vulnerabilities and coordinate recommendations for strengthening internal controls and confidentiality practices.
• Financial Oversight: Review operating budgets, expense management procedures, vendor arrangements, and resource allocation practices.