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Executive Personal Assistant / Household Operations Coordinator
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Confidential
Reston, VA (In Person)
$77,500 Salary, Full-Time
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Job Description
Job Overview We are seeking a dynamic and highly organized Executive Personal Assistant / Household Operations Coordinator to join our team. This pivotal role combines high-level administrative support with comprehensive household management, ensuring smooth daily operations and exceptional service delivery. The ideal candidate will thrive in a fast-paced environment, demonstrating proactive problem-solving, impeccable organizational skills, and a warm, professional demeanor. This role offers an exciting opportunity to coordinate personal schedules, oversee household staff, manage events, and ensure the highest standards of hospitality and household care are maintained.
PRINCIPAL PROFILE
The principal is a 49-year-old business owner with multiple companies, including real estate and construction businesses. He travels frequently to business offices and owns multiple residences in Reston, Virginia; Cary, North Carolina; Jackson, Mississippi; Miami, Florida; and Curaçao. The principal also owns two motor yachts: an Azimut S7 and a Meridian 341. The principal has household staff and service providers across these locations, including maids, vendors, security systems, property contacts, marina contacts, and business staff. The purpose of this role is to reduce interruptions, organize personal operations, and make sure homes, travel, staff, vendors, security, and urgent matters are handled professionally.TARGET CANDIDATE PROFILE
The target candidate needs to be discreet, organized, Reston-based or relocation-ready personal assistant / household operations coordinator who can grow into a broader estate operations role. This is not a standard office assistant job. The role requires judgment, privacy, travel flexibility, staff/vendor management, and comfort operating around luxury homes, yachts, security systems, and frequent schedule changes. The ideal candidate will have 5+ years of experience supporting a High-Level Executive/Entrepreneur that obtains multiple private households and office locations. The Candidate must be comfortable with confidentiality, changing schedules, travel, vendor management, and hands-on problem solving.CONFIDENTIALITY REQUIREMENTS
This role requires strict confidentiality. The employee must not discuss the principal's travel, family, guests, homes, security systems, boats, business matters, staff issues, personal finances, schedules, private conversations, or property access information. A written NDA is required to be signed before detailed private information is shared.PRIMARY ROLE
The employee will be responsible for managing the principal's personal and household operations, to ensure that the principal is not continuously interrupted by routine issues. The employee should act as the central point of coordination for homes, maids, household staff, vendors, repairs, security systems, travel, flights, cars, yachts, personal logistics, property readiness, and urgent household problems. This employee should attack problems aggressively and formulate solutions.The standard is:
identify the issue, gather options, recommend a solution, and escalate only when a decision is truly needed. During the first 30 days, the employee's main job is to build a reliable operating system for the principal's homes, travel, staff, vendors, security, yachts, and emergency response. The goal is to deliver accurate documentation, establish control with all employed personnel, articulate clearly with daily reporting and ensure accountability. This role exists to make the principal's personal life operate like a well-run company: homes ready, staff accountable, vendors organized, travel coordinated, security systems monitored, yachts prepared, and decisions/solutions presented clearly. This employee will not simply complete tasks; they will create order, reduce interruptions, and protect the principal's time and privacy.PERFORMANCE EXPECTATIONS
- Reduce calls and interruptions
- Keep properties ready before arrival and secure after departure
- Make travel smoother and easier
- Keep staff and vendors accountable
- Following up without being reminded
- Communicate briefly and clearly
- Protect privacy and confidentiality
- Handle problems calmly / emotions should not consume your decision-making process
- Know when to escalate
- Keep records organized and current
- Travel when needed
- Bring solutions
PREDOMINANT RESPONSBILITIES
- Manage household operations across multiple residences
- Coordinate maids, vendors, contractors, and local service providers
- Book and manage flights, hotels, cars, drivers, and travel itineraries
- Monitor property readiness before arrivals and after departures
- Coordinate yacht cleaning, marina communication, maintenance, and provisioning
- Monitor Ring/security alerts and coordinate access
- Maintain household calendars, checklists, vendor records, and emergency contacts
- Triage calls and messages related to personal operations
- Coordinate with the principal's senior assistant and business staff
- Travel as needed
CORE RESPONSBILITES
Reston, VA - Home Management- Manage maids and household vendors
- Coordinate repairs, deliveries, packages, supplies, and contractor access
- Monitor Ring/security alerts as assigned
- Prepare the home before the principal arrives
- Keep the home clean, stocked, secure, and functional Additional Property Management
- Coordinate operations for Cary NC, Jackson MS, Miami FL, and Curaçao
- Maintain local contacts, maid schedules, utility contacts, security details, vendor lists, emergency contacts, and property checklists
- Confirm completion of cleanings, repairs, and arrival-readiness tasks
- Household Staff Management
- Schedule maids and household staff
- Set standards for cleaning and readiness
- Track attendance, issues, and performance
- Coordinate payment approvals if assigned
- Escalate only meaningful staff problems Vendor and Contractor Management
- Schedule service appointments
- Coordinate access
- Get quotes when needed
- Track estimates, invoices, work status, and completion
- Replace unreliable vendors with approval Travel Coordination
- Book flights, hotels, cars, drivers, airport transfers, and itineraries
- Coordinate with the senior assistant on calendar conflicts
- Prepare homes before arrival and after departure
- Maintain secure travel profiles for the principal and regular companions Yacht Coordination
- Maintain marina contacts
- Coordinate cleaning, fueling, maintenance, repairs, provisioning, readiness checks, and service records for the Azimut S7 and Meridian 341
- Coordinate captain/crew where applicable Security and Systems Monitoring
- Monitor Ring/security notifications as assigned
- Maintain security/access logs
- Update access when staff or vendors change
- Escalate true emergencies quickly Call and Message Triage
- Screen routine calls when assigned
- Route business matters to the senior assistant or relevant company staff
- Handle household/vendor matters directly
REQUIREMENTS INCLUDE
- Based in or willing to relocate to Reston, Virginia
- Legally authorized to work in the United States
- Able to travel domestically and internationally
- Strong references and clean background check
- Valid driver's license; valid passport preferred
- High discretion and confidentiality
- Strong organizational and communication skills
- 5+ Experience with executive support, household management, travel coordination, private personal assistant service preferred Additional Skills Proven experience as a personal assistant or in household management roles with strong organizational capabilities.