Family and Personal Assistant

Position Overview

A private family is seeking a highly organized, proactive, and personable Personal & Family Assistant to support a busy household lifestyle that includes family and teenage activities, community involvement, philanthropy, and frequent travel. This role combines household management, travel coordination, scheduling, administrative support, and personal assistance responsibilities across multiple residences.

The ideal candidate is detail-oriented, resourceful, discreet, and able to anticipate needs while maintaining strong communication and follow-through. The ability to multitask, prioritize effectively, and adapt to changing needs is essential.

Key Responsibilities

Household Management

Support the day-to-day operations and upkeep of multiple residences by:

• Scheduling and coordinating household vendors and service providers, including maintenance, repairs, cleaning services, pest control, pool services, appliance maintenance, pet care appointments, and other household needs
• Coordinating access to homes for vendors and service providers in partnership with household staff
• Monitoring invoices, memberships, subscriptions, utilities, and recurring household expenses to ensure timely payment or enrollment in auto-pay services
• Assisting with insurance-related coordination for homes and vehicles
• Coordinating property tax documentation and related administrative matters with vendors and accountants
• Supporting communication and coordination with house managers and vendors for maintenance projects and repairs at secondary residences
• Assisting with travel-related logistics for family stays at other residences, including transportation, reservations, and activity planning

Family & Schedule Coordination

• Manage and organize household mail and identify items requiring attention
• Maintain and coordinate calendars for family members, ensuring appointments, activities, and events are communicated appropriately
• Schedule personal, medical, school, and extracurricular appointments as requested
• Run personal errands, including grocery shopping, pharmacy pickups, and other household-related tasks
• Assist with teenage schedules, transportation coordination, and activity logistics
• Help plan and coordinate family events, holidays, celebrations, and vacations

Administrative & Personal Assistance

• Monitor and assist with select personal and business-related administrative tasks, including email management, expense reports, benefits coordination, and document organization
• Coordinate with executive or business assistants regarding scheduling and expense-related matters
• Arrange domestic and international travel, including flights, hotels, transportation, dining reservations, and itineraries
• Manage bill payments, online payments, and check processing for personal expenses and accounts
• Coordinate with banking representatives regarding wires, payments, and account-related requests
• Assist with gathering and organizing documentation for tax preparation and filings
• Coordinate maintenance, registration renewals, inspections, and service appointments for personal vehicles
• Assist with ticket purchases, event coordination, charitable giving, and other personal projects as requested

Qualifications

• Previous experience in personal assistance, executive assistance, household management, or family office support preferred
• Exceptional organizational and multitasking skills
• Strong communication skills with a high level of professionalism and discretion
• Ability to work independently, anticipate needs, and solve problems proactively
• Tech-savvy with proficiency in calendars, email, spreadsheets, and online payment systems
• Comfortable managing confidential and sensitive information
• Flexible schedule with the ability to assist in person when needed

Work Environment & Schedule

• Flexible work arrangement with a combination of remote support and in-person responsibilities as needed
• Candidate should be available to visit residences, run errands, coordinate vendors, and provide hands-on support when required
• This role requires a proactive, service-oriented mindset and the ability to work closely with family members and trusted advisors to ensure smooth daily operations