Personal Assistant / Estate Manager

Personal Assistant / Estate Manager Make It Happen Services New York, NY Job Details Full-time | Contract 1 hour ago Qualifications Sourcing Teamwork Interpersonal skills Working with children Dog handling Technical troubleshooting support Full Job Description

ABOUT THE ROLE A

busy financial sector executive seeks a Personal Assistant / Estate Manager to support the principal and family across multiple residences. The role is built around reducing the principal's mental load: tasks are handed off and tracked through to completion without follow-up reminders. The right candidate is exceptionally organized, resourceful, warm, and comfortable operating in a high-trust environment serving high-net-worth individuals, families, and lifestyles. Prior private family office or comparable private-service experience is preferred. Availability is effectively 24/7. Genuinely unusual hours are rare, but text-based requests routinely arrive in the evenings (through ~9pm). Most are not time-sensitive; some require immediate action.

THE FAMILY

The principal's family includes two young children (currently ages 3 and 1.5) with a third arriving imminently. The current Personal Assistant is adored by the children, and the family travels frequently between residences. The household also includes a dog. A full household staff is already in place, including full-time nannies who carry primary childcare. However, comfort and a genuine skill set with young children and infants is a must — the Assistant routinely plays with, entertains, and helps support the children, travels with the family, and pitches in alongside the nannies when needed. This role coordinates closely with the broader household team.

CORE RESPONSIBILITIES

Personal Assistance Errands — shopping, pickups, drop-offs, returns Household bills pay and administration Travel booking and logistics Move-in and setup support when the family transitions between residences Children & Family Support Active, engaged play and entertainment with three young children (currently ages 3, 1.5, and a newborn) Working comfortably alongside full-time nannies, with the willingness and skill to step in directly when needed Travel support for the children, luggage, and gear Pet Care Comfortable with dogs — day-to-day interaction, travel logistics where applicable, and coordinating veterinary or grooming appointments Technology, Tools & Research Replicating the principal's work computer and equipment configuration across locations (training provided; willingness to examine, learn, and troubleshoot is essential) Competency with Monday.com or comparable project management software Strong research ability — able to learn new skills, tools, and unfamiliar topics independently as the role requires Vendor Management Direct, diplomatic, and firm management of household and event vendors, including resolving errors under time pressure (e.g., correcting a party-rental delivery before guests arrive) House & Project Management Setting up and maintaining residences — moving the household between homes and keeping each property functional and stocked Hiring repair people and managing day-to-day contractors and service providers Coordinating deliveries, installations, and outside vendors Site visits during renovations and ongoing construction Resolving household issues — either directly or by sourcing and managing the right contractor Staff Coordination Working alongside and in support of an existing household staff team, including nannies, housekeepers, and outside vendors Travel Willing and able to travel — trips are generally a week or less, but can run as long as two weeks Comfortable supporting the family in transit and on the ground

WHAT SETS THE RIGHT CANDIDATE APART

This role rewards the kind of person who simply gets it done .

A recent example:

an item of meaningful sentimental value to the family needed to be transported between residences on a tight timeline, and standard shipping was not an option. The current Assistant identified the right specialty handler, arranged proper packing, and accompanied the family in transit. When an unanticipated restriction surfaced at the point of departure, the Assistant resolved it on the spot — composed, polite, and entirely unflustered — and delivered the item safely to its destination. That is the standard. YOU ARE Discreet, composed, and at ease around high-net-worth individuals, families, and lifestyles Pleasant, warm, and good company — the family genuinely enjoys traveling with their Assistant Exceptionally organized, with a strong memory and the ability to carry multiple open threads to completion without reminders Experienced in house management — hiring repair people, setting up and maintaining residences, coordinating deliveries, and dealing with contractors A direct but tactful communicator, especially in uncomfortable conversations Resourceful — willing to try, learn, and research your way through unfamiliar problems Genuinely comfortable and skilled with young children and infants Comfortable with dogs A collaborative team player who works well with nannies and other household staff

COMPENSATION

Competitive, commensurate with experience.

Work Location:

In person