Executive Family Assistant – Private Household

Executive Family Assistant – Private Household

Location: State College, Pennsylvania
Position: Full-Time | On-Site
Compensation: $125,000–$150,000 annually, depending on experience

About the Position

An established private family in State College, Pennsylvania, seeks an exceptional Executive Family Assistant to manage and coordinate a broad range of personal, household, travel, and administrative responsibilities.

This is a senior-level position for a highly organized, resourceful, and proactive professional who takes pride in making complex operations run smoothly. The ideal candidate demonstrates exceptional judgment, intellectual curiosity, discretion, and attention to detail, with a commitment to continuous improvement.

We seek someone who anticipates needs, establishes priorities, takes initiative, and follows through independently while keeping the principals informed and respecting established approval procedures. Greater autonomy will develop as the individual becomes familiar with the family's preferences and expectations.

The role combines executive and personal assistance, project coordination, and household operations. Most work takes place in a quiet, well-equipped home office at the family residence.

We welcome experienced professionals from executive support, human resources, office management, operations, private household administration, and other demanding administrative backgrounds. Previous private household experience is desirable but not required.

Key Responsibilities

Executive & Personal Administration

• Manage calendars, appointments, correspondence, and administrative matters for the principals and their household.
• Maintain accurate records, detailed project trackers, priorities, deadlines, and regular progress reports.
• Coordinate complex domestic and international travel, including private and commercial aviation, accommodations, transportation, and reservations, working with the family's travel advisors.
• Anticipate needs, recommend solutions, and ensure timely, accurate follow-through.

Household Operations & Coordination

• Coordinate existing household staff, vendors, service providers, and maintenance activities across multiple properties.
• Oversee household purchasing, recurring orders, deliveries, inventories, and preventive maintenance schedules.
• Maintain organized household records, procedures, and systems supporting efficient operations, safety, and healthy living.
• Identify opportunities to improve efficiency, reduce unnecessary expenses, and optimize the principals' time.

Financial & Medical Administration

• Organize invoices, receipts, credit card reconciliations, subscriptions, and expense records for the principals' review and approval.
• Coordinate documentation and communication with the family's accounting team as directed.
• Coordinate medical appointments, prescriptions, records, insurance-related administration, and follow-ups.
• Maintain confidential medical information and organized inventories of medications, vitamins, and supplements.

Personal & Family Projects

• Coordinate family events, gifts, personal purchases, returns, and special projects.
• Work with household staff and service providers to maintain wardrobe inventories, alterations, and dry-cleaning records.
• Research options, prepare recommendations, and manage ongoing projects through completion.

Technology & Continuous Improvement

• Use Microsoft Office, Google Workspace, AI tools, and other technologies to improve accuracy, efficiency, and organization.
• Proactively identify opportunities to streamline processes, improve recordkeeping, automate appropriate tasks, and strengthen household systems.

Qualifications

• Minimum five years of progressively responsible experience in executive assistance, operations, office management, human resources, project coordination, or a comparable administrative role.
• Exceptional organizational skills, accuracy, prioritization, and independent follow-through.
• Proactive, intellectually curious, resourceful, and comfortable managing multiple responsibilities.
• Excellent judgment, discretion, integrity, and respect for confidentiality and approval boundaries.
• Strong written and verbal communication skills.
• Strong numerical aptitude, proficiency in Excel and Google Workspace, and practical experience using AI and technology to improve processes.
• Ability to adapt, learn quickly, and maintain high standards in a dynamic environment.
• Valid driver's license, reliable transportation, and authorization to work in the United States.
• Willingness to undergo professional reference, background, and legally compliant employment-related credit checks.

Schedule & Compensation

Schedule: Full-time, on-site, Monday–Friday, typically 9:00 AM–6:00 PM, including a one-hour lunch break. Some scheduling flexibility may be considered. Occasional evening or weekend availability is required for urgent or time-sensitive matters.

Location: Candidates must live within 40 minutes' driving distance of State College under normal conditions or be willing to relocate before starting employment.

Salary: $125,000–$150,000 annually, depending on experience and the overall compensation package.

Benefits: Paid vacation and holidays. Additional benefits may be available and will be discussed during the hiring process.

We offer a long-term opportunity to work closely with an established family in a professional, well-organized environment where initiative, sound judgment, reliability, and continuous improvement are valued.

How to Apply

Please submit your résumé and a brief cover letter outlining your relevant experience, organizational strengths, and interest in this position. Include your current city or town of residence.

All applications will be treated confidentially.

Pay: $125,000.00 - $150,000.00 per year

Benefits:

• Paid time off

Work Location: In person

Salary : $125,000 - $150,000