What are the responsibilities and job description for the Frith Family Assistant & Personal Coordinator position at Biltmore?
Job Description
The Family Assistant & Private Coordinator is a combined household support and coordination role responsible for ensuring the smooth, efficient, and seamless day-to-day operation of the Frith residence. This position serves as a trusted and highly organized resource for the family, household staff, internal departments, and outside service providers.
The role provides hands-on support with household organization, daily resets, stocking and inventory, errands, occasional childcare, family transportation, event preparation, and coordination of household services. The position will primarily assist with transportation from school to appointments, camps, and activities, particularly during the summer months, while also helping coordinate the family's schedule and activities throughout the year.
The Family Assistant & Private Coordinator will also coordinate maintenance and service needs, assist with special events and functions, and help ensure the residence, outbuildings, furnishings, and equipment are maintained to the highest standards. This position serves as a primary point of contact for household needs and requests and works closely with the family, residence employees, internal departments, and outside service providers.
Preferred Qualifications
Household & Family Support
The Family Assistant & Private Coordinator is a combined household support and coordination role responsible for ensuring the smooth, efficient, and seamless day-to-day operation of the Frith residence. This position serves as a trusted and highly organized resource for the family, household staff, internal departments, and outside service providers.
The role provides hands-on support with household organization, daily resets, stocking and inventory, errands, occasional childcare, family transportation, event preparation, and coordination of household services. The position will primarily assist with transportation from school to appointments, camps, and activities, particularly during the summer months, while also helping coordinate the family's schedule and activities throughout the year.
The Family Assistant & Private Coordinator will also coordinate maintenance and service needs, assist with special events and functions, and help ensure the residence, outbuildings, furnishings, and equipment are maintained to the highest standards. This position serves as a primary point of contact for household needs and requests and works closely with the family, residence employees, internal departments, and outside service providers.
Preferred Qualifications
- Non-smoker preferred
- Valid driver's license and reliable personal vehicle required
- Strong organizational skills and attention to detail
- Ability to maintain complete confidentiality and discretion
- Ability to work independently while collaborating effectively with household staff and internal departments
- Ability to anticipate needs, take initiative, and prioritize tasks in a dynamic household environment while balancing hands-on household and family support with coordination responsibilities
Household & Family Support
- Manage daily household needs including organization, daily resets, light housekeeping support, scheduling, and coordination of family activities and events.
- Maintain household inventory and supplies, ensuring essential items are stocked for the family, guests, and household staff.
- Maintain and reset the main residence and outbuildings to established household standards, including the Pool House during the summer, Frith Apartment, and Gym year-round.
- Assist with the care, organization, cleaning, and proper handling of furniture, décor, and household belongings, with preservation and attention to detail as priorities.
- Complete seasonal household responsibilities, including firewood restocking and Pool House preparation and upkeep.
- Provide occasional childcare and family support, including school drop-off and pick-up, transportation to appointments, camps and activities, errands, and babysitting as needed.
- Assist the Frith Chef with any tasks that may arise, including grocery shopping, assisting with dinner service, and other culinary or hospitality needs.
- Assist with laundry including care and organization of clothing, linens, and towels.
- Coordinate with Museum Services, Facility Services, Landscaping, and other internal departments regarding the care, preservation, cleaning, maintenance, repairs, and upkeep of the residence and property.
- Coordinate with external vendors and service providers as needed and monitor the condition of furniture, fixtures, equipment, and household spaces, ensuring concerns are communicated and addressed promptly.
- Coordinate and execute approximately 15–30 events annually, ranging from private family celebrations and birthdays to executive board dinners and larger hosted functions. Responsibilities may include planning, preparation, vendor coordination, guest needs, timeline management, and day-of execution.
- Work confidently and collaboratively in partnership with the Biltmore team, internal departments, vendors, and the family to ensure each event reflects the family's needs and expectations while adhering to established property standards and procedures.
- Serve as a key point of contact throughout the event process, anticipating needs, communicating effectively, troubleshooting issues as they arise, and ensuring each event runs smoothly from preparation through completion
- Maintain the highest level of confidentiality, discretion, and professionalism when working with the family, guests, household staff, vendors, and internal departments.
- Foster a positive and collaborative working environment through clear, consistent, and professional communication.