Job Description

The Estate Manager/Personal Assistant is responsible for the overall management and coordination of multiple private residences and related family properties. Working closely with the Family Office, this position ensures all homes and operations are maintained to the highest standards of excellence, discretion, and efficiency.

The ideal candidate brings extensive experience managing high-end households, supervising staff, coordinating travel and events, and handling financial and administrative functions with precision and confidentiality.

Key Responsibilities:

Household & Property Management

• Oversee daily operations of multiple residences, including two principal households, a family retreat property, and one company property.
• Supervise and coordinate a team of household staff, including nannies, housekeepers, chefs, gardeners, drivers, and tutors.
• Liaise with caretakers and external service providers to ensure all properties are well-maintained and operating smoothly.
• Lead staffing efforts, including recruitment, onboarding, scheduling, and performance management.
• Assign tasks, confirm attendance, and address staffing or scheduling issues as they arise.
• Conduct regular property walk-throughs to identify maintenance and service needs.
• Coordinate vendors, trades, and contractors for household maintenance, repairs, and capital projects.
• Provide hands-on assistance when required to ensure uninterrupted household service and support.

Family Office & Administrative Support

• Manage complex calendars and scheduling for multiple family members.
• Handle confidential correspondence, including drafting communications, managing reminders, and tracking follow-ups.
• Maintain organized records, documents, databases, and household manuals.
• Assist with project coordination, research, and report preparation as required.
• Oversee household and property budgets, including payments, invoice processing, reconciliations, and monthly expense reporting.
• Liaise with bookkeepers and accountants to ensure accurate and timely financial administration.
• Support the planning and coordination of family meetings, and other gatherings, including logistics and documentation.

Travel & Event Coordination

• Arrange domestic and international travel, including flights, accommodations, ground transportation, and special requests.
• Prepare detailed itineraries and maintain records for loyalty and mileage programs.
• Coordinate passports, visas, and travel insurance renewals.
• Assist with travel packing and preparation as needed.
• Plan and oversee family events, dinners, and gatherings, ensuring seamless execution and guest experience.
• Host visitors and manage guest logistics with professionalism and discretion.

Operational Oversight

• Manage inventories and procurement for household and office supplies.
• Track and pay recurring bills, memberships, and subscriptions.
• Schedule and oversee seasonal maintenance, including HVAC, pool, and pest control services.
• Manage vehicle maintenance, registration, and insurance renewals.
• Oversee holiday planning, gifting, décor, and event preparation.
• Coordinate seasonal cleanouts and household organization initiatives.
• Negotiate with vendors and contractors to ensure quality service and best value.

Qualifications & Experience

• 8–10 years of experience in a similar role within a private household, family office, or estate environment.
• Proven ability to manage multiple properties and household staff.
• Strong financial acumen and administrative skills, including budgeting, invoicing, and reconciliation.
• Exceptional organizational ability, attention to detail, and follow-through.
• High level of discretion, confidentiality, and professionalism.
• Skilled in travel coordination, event planning, and vendor management.
• Proficiency in Microsoft Office (Excel, Word, Outlook) required
• Valid driver’s license and ability to travel as needed.

Personal Attributes

• Discreet, trustworthy, and committed to maintaining strict confidentiality.
• Service-oriented and composed in all interactions with family members, guests, and staff.
• Positive, solution-focused, and proactive in anticipating needs.
• Calm under pressure, adaptable, and highly reliable.
• Collaborative and respectful, fostering teamwork and professionalism across all relationships.

Confidentiality

Due to the private nature of this position, a Non-Disclosure Agreement (NDA) and confidentiality commitment will be required upon hire.

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