The Private Office authority matrix
One page that says exactly who does what.
Meet the Hartleys (fictional)
Margaret was widowed eight months ago. The family business was sold in 2024, leaving about $82m across eight structures: five companies, a family trust, a unit trust and a super fund. Her private bank wants the portfolio reinvested within 60 days, and she does not know who now holds the family trust’s appointor role.
- MargaretAge 58
Widowed eight months ago (Richard). Sole director of all five companies.
- JamesAge 31
Commercial lawyer, married to Priya, one child.
- SophieAge 27
Ceramic artist, irregular income.
- TomAge 19
Engineering student.
The Private Office authority matrix
What it is
A short written agreement, signed when a Private Office is set up and widened only when the family decides. It makes the chief-of-staff role concrete: we collect, reconcile, prepare and remind; the family approves, instructs and decides. We never make payments or transfers, and we do not recommend products.
- Every activity, with our role and the family’s side by side
- Payment instructions prepared by us, approved and executed by the family
- Read-only access, and a document vault the family owns
- Nothing widened without the family’s written agreement
How it works
List
Every activity the office will touch.
Assign
Our role and the family’s, line by line.
Sign
The family and Confiance sign and date it.
Review
Widened only when the family decides.
A worked example, using the Hartley family
Margaret’s Private Office: who does what
Illustrative sample| Activity | Confiance | Margaret |
|---|---|---|
| Collect statements and documents | Does (read-only access) | Provides access |
| Reconcile and report | Does, monthly | Reviews |
| Prepare payment instructions | Prepares | Approves and executes |
| Make payments or transfers | Never | Does |
| Investment decisions | Prepares questions and briefs | Decides, with her licensed adviser |
| Compliance calendar | Runs and reminds | Signs, or instructs the accountant |
Every payment instruction is verified by phone before Margaret executes it.
The Hartley family is fictional and all figures are illustrative. This material is general information only and is not personal financial, tax or legal advice.
Where it’s usedSee it
WEALTH PICTURENot used at this stage.
Solve it
STAND-ALONE SERVICESNot used at this stage.
Run it
PRIVATE OFFICESigned at set-up; reviewed whenever the office’s role changes.