Full-Time Junior Personal Assistant

The Role

An UHNWI family is looking for a full-time Junior Personal Assistant to assist with her home in Downtown Philadelphia. The principal spends approximately two weeks per month in the apartment (her schedule is known 6 months in advance [but is subject to change]).

The Personal Assistant is responsible for keeping the home tidy and organized, supervising all housekeeping and laundry, and ensuring all systems and items in the home are in good working order prior to her arrival, working with vendors/maintenance for repairs. Personal Assistant also assists with calendaring, organizational projects, and errands as needed.

The Personal Assistant must be flexible when the principal is in-residence. Ideal candidates will be discrete, have great attention to detail, be naturally helpful, and looking for a long-term role with growth opportunity.

Job Title: Full-Time Live-Out Junior Personal Assistant (hybrid)

Reporting to: The Principals and the Family Office

Location: Downtown Philadelphia, PA (on-site in their residence and part remote; no travel outside of Philly required)

Hours: Monday through Friday, business hours, guaranteed 40 hours per week; must be flexible when the principals are in-residence for evenings, weekends, or holidays may be requested with advance notice.

Salary: $80k - $90k/year, DOE, plus yearly discretionary increase and bonus

Benefits: Medical, dental, vision, retirement, PTO, sick days, main federal holidays, and parking reimbursement per diem at the local garage.

The Family: One primary female principal (who visits two weeks per month), and one male principal and two dogs who visit on occasion, newborn baby coming in February 2026; childcare will be handled separately.

The House: 1,500 sq. ft. apartment in a doorman building, 2 bedrooms, 2.5 bathrooms

The Staff: Remote family office; no other staff on the property. Coordinate with local housekeepers/dogwalkers as needed; oversee vendors.

Key Responsibilities*

Please find the primary responsibilities outlined below:

*Please note the list below is not exhaustive.

General Administrative

• Coordinate household and personal calendars; plan schedules and manage appointments with flexibility for changes.
• Collaborate with the Principal’s personal assistant to align diaries and commitments.
• Oversee organizational projects and household maintenance schedules.
• Support ad hoc projects and complete tasks with diligence as needed.

Property Management

• Ensure the property (indoor and outdoor) is consistently clean, organized, and well maintained; provide light tidying (emptying dishwasher, descaling coffee makers, removing trash/recycling) and supervise deep cleans by housekeepers.
• Source, manage, and maintain strong relationships with suppliers (e.g., housekeeping, pest control, dry cleaning, maintenance, grocery delivery, and other vendors).
• Provide basic laundry support, including washing, folding, and putting away clothing.
• Iron sheets and clothing as needed, ensuring a polished and well-kept presentation.
• Maintain organized pantry, fridge, wardrobes, and linen storage, ready for the principal’s arrival.
• Negotiate, document, and monitor maintenance contracts; maintain an up-to-date supplier list.
• Oversee deliveries, maintenance, and renovation projects, keeping the principal informed of any repairs or purchases beyond staff scope.
• Track project progress to ensure timelines, quality, and budget expectations are met.
• Maintain household manuals and ensure consistent standards across properties.
• Keep the property “guest ready” at all times by conducting walkthroughs, ensuring equipment is functional, stocking supplies and groceries, and managing seasonal maintenance needs.
• Supervise household staff (scheduling, payroll, hiring, grievances, holiday cover) and liaise with staff on the principal’s behalf when required.
• Foster positive relationships with family and staff, becoming a trusted point of contact.
• Organize and assist with event planning, including holiday and décor setup/takedown.
• Maintain plants and floral arrangements, coordinating regular vendor refreshes.

Family Support

• Handle personal shopping, errands, and ordering household supplies; monitor deliveries, returns, and expiration dates.
• Coordinate bookings for travel, dining, cultural, and entertainment activities; provide gift and event suggestions.
• Track and remind the family of key dates (birthdays, anniversaries, medical appointments, etc.).
• Maintain family supplier and emergency contact lists.
• Assist with pet care, including scheduling dog walkers, grooming, and veterinary visits.
• Sort and organize incoming mail; manage petty cash and maintain expense records.

Asset Maintenance & Oversight

• Maintain an accurate inventory of household assets (both on site and in storage), including furnishings, equipment, and vehicles.
• Schedule and track routine maintenance (e.g., car washing, oil changes, seasonal service) and ensure all assets remain in optimal condition.
• Conduct regular vehicle checks (starting, fluids, battery, tire pressure) and coordinate professional servicing as required.
• Keep detailed records of asset upkeep and ensure timely follow-up on maintenance needs.
• Document and facilitate donation of assets to charitable organizations.

Travel

• Oversee property set up prior to principal’s travel, ensuring the residence is fully prepared with ordered supplies, briefed staff, and unpacked suitcases.
• Anticipate needs to create a seamless arrival experience for the principal and family.
• Coordinate with household staff and vendors to guarantee readiness across all aspects of the property.

Requirements

• Strong command of English with excellent written and verbal communication skills.
• Must have a valid driver’s license, must have own vehicle, and must have a clean driving record.
• Legal authorization to work in the United States.
• Local candidate with an easy, reliable commute.
• Minimum of 3-5 years’ experience in a similar role as a personal or executive assistant supporting HNW or C-suite level executive.
• Comfortable working with dogs and assisting with their care.
• Tech-savvy and confident using modern communication and organizational tools.
• Must be happy to be COVID, TDAP, and Flu vaccinated.
• Excellent references from current and previous employers.
• Willingness to undergo background (criminal and driving) checks.
• Agreement to sign confidentiality and non-disclosure agreements prior to employment.