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EXECUTIVE ADMINISTRATOR & PERSONAL OPERATIONS MANAGER

Supporting the Personal & Professional Operations of a High-Profile Entrepreneurial Couple

POSITION OVERVIEW

We are seeking an exceptionally capable, experienced, and highly trusted Executive Administrator & Personal Operations Manager to serve as the right hand to a high-profile entrepreneurial couple. This is a hybrid leadership role spanning executive support, personal operations, property management, vendor management, travel, projects, and business administration. The principals own multiple businesses, and their personal and professional lives are highly interconnected. The successful candidate must be equally comfortable managing a complex calendar, coordinating a contractor, overseeing a property project, or handling a highly personal matter. This role requires business acumen, financial literacy, sound judgment, discretion, exceptional follow-through, and the ability to self-manage. The individual will manage projects, vendors, services, and expenses within established budgets, understanding the

THE IDEAL CANDIDATE

You are: A natural self-starter who takes ownership without being asked. Assertive, confident, and comfortable making decisions within your authority. Exceptionally organized and detail-oriented while maintaining the bigger picture. A strong manager and problem solver who asks, "How do we get this done?" Business-minded and financially literate, with experience managing budgets, expenses, and resources. Skilled at managing people, vendors, projects, and competing priorities. Highly discreet and trustworthy.

CORE RESPONSIBILITIES

Executive & Personal Operations Manage comprehensive calendars, schedules, appointments, and weekly priorities. Anticipate needs, identify conflicts, and protect the principals' time. Coordinate personal, family, medical, veterinary, and business commitments. Manage correspondence, errands, deliveries, transportation, vehicles, memberships, and recurring obligations. Ensure the life surrounding the calendar runs seamlessly. Property & Household Operations Oversee the day-to-day operation and maintenance of multiple residences. Coordinate contractors, tradespeople, landscapers, cleaners, technicians, and service providers. Obtain and evaluate estimates, manage projects, track costs, and ensure quality completion. Maintain vendor, warranty, service, and property records. Anticipate issues and address them before they become larger or more expensive problems. Prepare and secure properties for arrivals, departures, seasons, and emergencies. Inventory & Infrastructure Maintain inventory and supplies across all residences. Manage purchasing, deliveries, storage, returns, and recurring services. Monitor expenses and identify opportunities for greater efficiency and value. Maintain systems that ensure each residence operates to the principals' standards. Vendor & Contractor Management Build and manage strong relationships with personal and professional service providers. Obtain quotes, compare scope and pricing, track invoices and deliverables, and hold vendors accountable. Resolve issues, negotiate when appropriate, and recommend improvements. Escalate significant issues with a proposed solution—not simply a problem. Travel & Logistics Coordinate domestic and professional travel, transportation, itineraries, luggage, pets, and destination logistics. Prepare residences and vehicles before and after travel. Anticipate logistical needs and ensure travel is seamless.

CONFIDENTIALITY & TRUST

This role provides access to highly confidential personal, family, business, financial, legal, medical, travel, property, and client information. Discretion is not simply a qualification for this position—it is a condition of employment.

QUALIFICATIONS

7+ years of progressive experience in executive support, private service, operations, property management, or a related field. Experience supporting executives, entrepreneurs, principals, or high-net-worth families strongly preferred. Demonstrated ability to independently manage complex responsibilities and projects. Strong organizational, communication, and project-management skills. Business acumen and financial literacy. Experience with budgets, estimates, invoices, expenses, and vendor management. Exceptional judgment, discretion, and problem-solving ability. Strong technology skills, including Microsoft Office, calendars, spreadsheets, Dropbox, and modern business systems. Valid driver's license, excellent driving record, and reliable transportation. Ability to travel locally between residences and other locations. Flexibility to occasionally work extended hours, evenings, weekends, or respond to time-sensitive matters.

WORK ENVIRONMENT

The role is generally Monday-Friday, approximately 9:00 a.m.-5:00 p.m., with flexibility required based on the principals' schedules and needs.

COMPENSATION

Competitive base salary commensurate with experience

BENEFITS

Paid time off and other employment terms will be discussed based on experience and qualifications.

Education:

Associate (Preferred)

Experience:

Executive administrative support: 7 years (Required)

License/Certification:

Drivers license (Required) Ability to

Commute:

West Chester, PA 19382 (Required) Ability to

Relocate:

West Chester, PA 19382: Relocate before starting work (Required)

Work Location:

In person