Executive Personal Assistant / Family Operations

Part-Time, 25 Hours/Week | Hybrid | Chestnut Hill/Brookline area

We are looking for an exceptionally organized, proactive, warm, and resourceful person to help manage the moving parts of a busy family and professional life.

This is not a traditional administrative assistant role, and it is not primarily a childcare role. It is a high-trust position for someone who enjoys creating order, anticipating needs, closing loops, and helping a household run smoothly.

The right person will be equally comfortable managing calendars and school emails, coordinating vendors, researching and booking appointments, helping hire household or business support, prepping simple food at home, and making sure important details do not fall through the cracks.

What You’ll Own

Family logistics and calendar management

• Maintain and actively manage a family calendar across three children and two working parents
• Track school events, sports, activities, appointments, meetings, deadlines, forms, special days, homework-related reminders, and other family commitments
• Monitor relevant school and activity communications and translate them into clear action items
• Look ahead 1–2 weeks and proactively prepare for upcoming needs
• Help ensure the kids themselves are aware of and responsible for age-appropriate commitments
• Identify calendar conflicts and solve them before they become problems
• Coordinate appointments, reservations, travel logistics, and personal commitments

Personal scheduling and quality-of-life support

• Protect and schedule time for appointments, personal projects, and other priorities
• Research and book services/vendors as needed
• Help create enough margin in the calendar that life does not always feel reactive
• Track deadlines, initiatives, follow-ups, and things that need to stay on the radar

Household operations

• Coordinate household vendors, service providers, appointments, repairs, deliveries, and recurring needs
• Maintain household supplies and help manage grocery planning
• Handle errands, returns, pickups, and other practical household needs as appropriate
• Help organize and maintain household systems

Light food support

• Assist with grocery ordering and food inventory
• Wash and cut fruit and vegetables
• Prepare simple snacks and grab-and-go food
• Portion ingredients and help prepare meals for easier execution later
• Defrost proteins, marinate ingredients, or start simple meals when appropriate
• Help reduce food waste and keep the refrigerator and pantry organized

This is not a private chef position, though an interest in food and comfort with light kitchen prep is a strong plus.

Professional and event support

• Assist with outreach, scheduling, and logistics for guest speakers and industry visitors
• Research relevant industry events, conferences, dinners, and networking opportunities
• Help coordinate invitations, travel, reservations, and attendance logistics
• Assist occasionally with event setup, materials, or on-site logistics
• Support scheduling and administrative projects across multiple professional commitments

Hiring and research support

• Research and help recruit household and business support
• Post roles, review applications, conduct initial screening, coordinate interviews, and maintain candidate pipelines
• Research services and provide concise, thoughtful recommendations rather than simply forwarding options

Light social media and creative support

• Help organize photo/video assets
• Assist with scheduling or posting straightforward social content
• Coordinate with editors, photographers, videographers, or other creative support
• Help keep content projects organized and moving forward

What Success Looks Like

The biggest measure of success is that the family no longer needs to personally remember and manage every detail.

You notice things before they become urgent.

A school email becomes a calendar item, a reminder, and a completed task.

An upcoming soccer game means everyone knows where they are going, the uniform is accounted for, and any schedule conflict has already been solved.

A busy week does not mean groceries, meals, appointments, or household logistics fall apart.

When something needs to be researched or booked, you bring back a recommendation and a solution.

You are comfortable saying, “I already took care of it.”

Who We’re Looking For

You are likely a strong fit if you are:

• Exceptionally organized and detail-oriented
• Highly proactive and able to anticipate needs
• Comfortable working independently and making judgment calls
• Warm, grounded, discreet, and emotionally intelligent
• An excellent written and verbal communicator
• Tech-savvy and quick to learn new systems
• Able to manage multiple calendars, inboxes, deadlines, and ongoing projects
• Comfortable communicating with children, schools, vendors, executives, artists, educators, and service providers
• Resourceful and good at finding high-quality people and solutions
• Comfortable working in a private home environment
• Flexible when priorities shift
• Someone who genuinely enjoys making complicated lives run more smoothly

Experience as an executive assistant, personal assistant, family assistant, household manager, project manager, operations professional, event producer, or similar role is strongly preferred.

Schedule

Approximately 25 hours per week, ideally spread across five weekdays to provide continuity but flexible.

This is a hybrid role. Much of the administrative work can be done remotely, but the person should live within reasonable distance of Brookline/Chestnut Hill and be available for regular in-person household support, errands, vendor coordination, food prep, and occasional events.

Some schedule flexibility may occasionally be helpful for evening events or unusual family needs, with advance notice whenever possible.

Compensation

Competitive hourly compensation based on experience.

To Apply

Please send a resume and a short note answering the following:

• What kinds of people or households have you supported previously?
• Tell us about a time you anticipated a need before someone asked you to handle it.
• How do you keep track of many small commitments and deadlines across different people?
• What parts of this role are most appealing to you?
• Are you comfortable with light household food prep and occasional errands?
• Are you located within reasonable commuting distance of Brookline/Chestnut Hill?
• What is your general weekday availability?

Pay: $30.44 - $36.66 per hour

Expected hours: 20.0 – 25.0 per week

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Chestnut Hill, MA 02467

Salary : $30 - $37