Overview
A highly private family seeks an exceptional Personal Assistant to provide leadership and oversight across all aspects of household operations while ensuring the highest standards of service, confidentiality and efficiency. This position requires organizational skills, sound judgment, emotional intelligence, and the ability to navigate competing priorities with professionalism and discretion. The ideal candidate is a proactive problem-solver who anticipates needs, takes ownership of responsibilities, and thrives in a dynamic, high-touch environment. Success in this role requires a combination of strong leadership, operational expertise, and commitment to delivering seamless support to the principals, their family, and guests. The family values professionalism, integrity, mutual respect and a commitment to excellence. Schedule and availability is as follows: this is a full-time position, on-site, based primarily in New York City. Domestic and international travel required. Schedule flexibility is essential, including occasional evenings, weekends, and travel-related responsibilities. Typical schedule is Monday through Friday 9am-5pm but must be flexible if travel is involved.
Responsibilities
Operations• Oversee the day-to-day operation of multiple residences, ensuring the highest standards of presentation, organization, maintenance, and readiness.• Manage preventative maintenance programs, repairs, renovations, capital improvements, and special projects from planning through completion.• Ensures all residences operate efficiently and consistently, maintaining established standards across properties. • Identify opportunities to improve efficiency, organization, and overall household performance.
Staff & Vendor Management• Lead, support, and collaborate with household staff while fostering a professional, positive, and service-oriented culture.• Create, maintain, and distribute staff schedules, ensuring appropriate coverage, communication, and accountability among household employees and service providers.• Assist with recruitment, onboarding, training, scheduling, and performance oversight.• Source, vet, negotiate, and manage vendors, contractors, consultants, and service providers.• Serve as the primary point of coordination among principals, staff, vendors, contractors, and outside advisors.
Administrative Tasks • Coordinate and communicate family schedules, calendars, travel plans, and household activities to ensure seamless coordination and operational readiness. • Maintain household records, warranties, service agreements, vehicle registrations, permits and other operational documentation. • Develop and manage household inventories, including furnishings, artwork, silver, library collections, vehicles and other household assets• Support family administrative needs including but not limited to mail and package management, maintaining family records, photo archives, and household-related administrative tasks.• Track key household information and ensure records remain accurate, organized and current.
Lifestyle Support • If needed, support would include the occasional need to assist with childcare for the 10 year old boy if the nannies are unavailable or in case of emergency.• Coordinate travel arrangements, itineraries, transportation, accommodations, and travel preparation for domestic and international travel.• Coordinate appointments, reservations, activities, and lifestyle logistics for family members as requested.• Coordinate family events, celebrations, guest experiences, and hospitality-related activities.• Anticipate needs, proactively resolve challenges, and provide thoughtful recommendations that enhance household operations and the overall family experience.
Privacy, Security & Confidentiality• Uphold the highest standards of discretion, confidentiality, and professional conduct at all times.• Maintain confidentiality agreements, visitor records, and household security protocols.• Coordinate with security professionals and trusted advisors to support emergency preparedness, visitor management, and risk-mitigation initiatives.• Exercise exceptional judgment when handling sensitive information, family schedules, residences, travel plans, and personal matters.
Requirements
• Minimum five years of experience as a personal assistant managing a private residence, estate, family office, luxury hospitality operation, or similar high-touch environment.• Demonstrated success leading staff, managing vendors, coordinating projects, and overseeing complex household operations.• Exceptional organizational, administrative, and project management skills.• Strong written and verbal communication abilities.• Proven ability to manage multiple priorities while maintaining exceptional attention to detail.• Demonstrated ability to handle confidential information with professionalism, discretion, and maturity.
Salary and Benefits
• Starting at $125k+
• Employer-sponsored health insurance after 3 months of probationary period• Ten (10) days of paid vacation annually, to be scheduled in coordination with the family's calendar and operational needs• Five (5) paid sick days annually
