Executive Personal Assistant / Estate Manager

Role overview

This is a high-trust, full-time position supporting a private principal with the coordination of a busy personal and professional life. The role calls for exceptional judgment, strong organization, initiative, and the ability to handle several priorities at once with a high level of care.

This is far more than a standard assistant position. You will act as the main coordinator across many areas of the principal’s day-to-day life, making sure plans stay organized, projects move forward, and important details are managed without gaps.

Key responsibilities

• Arrange domestic and international travel, including detailed itineraries.
• Keep calendars, appointments, and daily schedules organized.
• Manage several residences and coordinate upkeep, repairs, and improvements.
• Oversee home construction, remodeling, and improvement work by working with contractors, vendors, architects, and service teams.
• Coordinate maintenance, registration, detailing, transport, and logistics for a luxury vehicle collection.
• Gather quotes, negotiate with vendors, and monitor project schedules.
• Maintain steady follow-up so tasks are completed properly and on time.
• Organize records, documents, warranties, and household reference information.
• Coordinate household services and external vendors.
• Look ahead to identify needs and solve problems before they escalate.
• Handle private and sensitive matters with absolute professionalism and discretion.
• Step in to support a wide range of personal and administrative needs as they come up.

Candidate profile

The right person will be highly organized, detail-focused, and comfortable taking initiative. You should be able to stay calm under pressure, juggle multiple priorities, and work independently with little supervision. Strong communication, a polished presence, and the ability to interact confidently with executives, contractors, vendors, attorneys, architects, and other professionals are all important. Absolute confidentiality is essential, and you should be comfortable using calendars, email, spreadsheets, and project management software. Flexibility for occasional evenings, weekends, or travel is also needed.

Preferred background

Experience in any of the following areas would be especially useful: executive personal assistant, estate management, chief of staff, executive support to a CEO or founder, family office support, luxury household management, high-net-worth or ultra-high-net-worth family support, construction or property management coordination, and project management.

Personal qualities

The ideal candidate consistently follows through, keeps details from slipping through the cracks, thinks ahead, adapts quickly when priorities shift, and understands that no task is too large or too small. Confidence, humility, sound judgment, and the ability to thrive in a fast-moving environment are key.

Compensation

A competitive salary will be offered based on experience, along with benefits and performance-based incentives.

Application note

Applicants should send a resume together with a short cover letter explaining why they would be a strong match for the position.