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Executive Personal Assistant / Estate Manager

Old State Staffing
Washington, DC

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Job Details

Full-time
$150,000 a year

Benefits

Paid holidays
Health insurance
Paid time off

Qualifications

Vendor relationship building
Confidential information handling
Vendor management
Team leadership
Spreadsheets
Estate manager experience
Writing skills
Household management
Executive administrative support
Research
Multi-family home household management
Calendar management
Vendor relationship management
Productivity software
Supplier relationship management (SRM)
Household manager experience
Construction vendor management
Technical Proficiency
Property management
Personal assistant experience

Full Job Description

ABOUT THE JOB

We are looking for an experienced Executive Personal Assistant with deep property/vendor management experience, who is comfortable working in close partnership with a principal who has clear preferences and a defined way of doing things. She will share an office with the principal and become the person she relies on to keep information flowing, maintain order, and ensure that her home, projects, and personal affairs move forward appropriately. Someone who listens closely, communicates thoughtfully, and is a true professional will thrive here.

The position blends traditional executive and personal support with significant property and vendor management. The principal’s primary residence is in Washington DC, which is where the assistant will be based, but she also owns properties in Michigan, New York, and Massachusetts. The assistant will coordinate with service providers and staff at all four properties to provide oversight over the four properties, while providing seamless executive support to the principal in a 1:1 capacity.

This role is also an opportunity for the assistant to support the principal’s philanthropic work and assist in building out the operations of her foundation. The assistant will take on research, special projects, contact and document management, and the day-to-day communication flow that keeps everything running smoothly.

Schedule

The schedule is Monday through Friday, 9-5pm. The principal values routine, and clear work-life boundaries, which makes this a rare opportunity to work in a senior level position with stability and predictability.

THE EMPLOYER

The principal is a Washington DC resident with longstanding ties to the region and an active personal, civic, and philanthropic life. Her DC home is her primary residence, though she spends part of each week in New York for work and retreats to homes in Massachusetts and Michigan during the summer and holidays. Her DC residence is supported by a household team that includes a long tenured houseman and two housekeepers.

Her standards are high, and her style is direct. She appreciates someone who is organized, steady, observant, and able to keep pace with her structured approach to managing both her home and personal affairs. While she is private and discerning, she values relationships and responds well to someone who communicates clearly, respects her preferences, and supports her in a way that feels seamless, thoughtful, and aligned.

RESPONSIBILITIES

Executive & Personal Support

Partner closely with the principal in a shared workspace and maintain a calm, professional presence throughout the day
Professionally represent and interface with the principal’s family, friends and colleagues at all times
Support the management of her calendar, coordinating meetings and logistics at her request
Maintain and update contact lists, emergency contacts, and key information repositories
Prepare written updates and summaries, using the principal’s preferred structure
Draft correspondence, notes, and written materials with excellent penmanship and attention to detail
Review, route, and track bill pay and expenses in coordination with the principal’s wealth manager
Handle mail, scanning, filing, photocopying, document organization, and other administrative tasks
Support research, archives, writing projects, and other special initiatives
Assist with the operational buildout of her foundation and help coordinate fundraising and philanthropic activity

Property/Vendor Management

Maintain oversight of the DC residence, ensuring that household staff and vendors meet the principal’s expectations
Coordinate directly with the houseman and housekeepers, providing leadership and structure while respecting existing relationships/workflows
Manage property calendars, maintenance schedules, punch lists, warranties, contracts, and household documentation
Liaise with service providers and contractors at all properties, ensuring accurate communication and follow through
Source, vet, schedule, and supervise vendors as needed, securing competitive bids and monitoring performance
Maintain property files, budget documents, maintenance logs, and renovation records
Support landscaping and grounds programs as needed, coordinating mowing, pruning, seasonal changes, irrigation, and pool or hot tub maintenance
Advance properties as necessary to prepare for the principal’s and/or guests’ arrival
Monitor safety procedures and security systems and communicate all relevant updates to the principal
Support ongoing special projects, storage inventory, and organizational improvements across properties

MUST HAVES

7-10 years of relevant experience supporting a private principal or family in a high touch environment
Strong administrative foundation, including document management and digital/paper filing
Excellent written communication skills and neat penmanship (sample expected)
High proficiency with Apple products, iCal, spreadsheets, and general home office technology
Experience managing household staff and multiple vendors with confidence and tact
Comfort working in close physical proximity to a principal each day
Ability to maintain strict confidentiality, discretion, and a need-to-know mindset
Professional polish, sound judgment, and the ability to work steadily alongside a strong personality

ABOUT YOU

You are organized, intuitive, and observant, with a talent for picking up preferences quickly
You have a calm, centered presence and do not get rattled by direct communication
You enjoy creating order, managing information, and keeping systems running smoothly
You take pride in being a reliable right hand and in building trust with a principal
You are capable of managing multiple properties, deadlines and personalities both in-person and from afar
You understand high standards and can uphold them without ego or pushback
You communicate clearly and succinctly, both verbally and in writing
You are protective of your principal’s privacy and operate with humility and judgment
Spanish speaking is a plus for communicating with staff and vendors
Excellent references and a history of longevity in past positions required

COMPENSATION & BENEFITS

Salary of $150,000 (depending on experience)
Annual performance bonus opportunity
Health insurance provided with full employee coverage
13 paid holidays each year
10 days paid time off (PTO)

This position is listed by Old State Staffing, the Mid-Atlantic’s #1 referral agency for household, child & family-care, executive/personal support and family office staff. With over 40 years of experience placing exceptional candidates with successful families and individuals, we represent roles that are as dynamic and tailored as the families we support. Our principals value discretion, professionalism, and long-term success, and we provide candidates with insight, guidance, and ongoing support throughout the hiring process. Learn more at www.oldstatestaffing.com.

Pay: $150,000.00 per year

Benefits:

Health insurance
Paid time off

Application Question(s):

Please briefly describe any experience you have providing house management to a principal (1-2 sentences).
Please briefly describe any experience you have providing executive assistance to a principal (1-2 sentences).
This position is based in NW Washington, DC. Are you local to DC or are you considering relocation for this position?

Work Location: In person

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