Position Overview
The Personal Assistant / Luxury Property Manager provides comprehensive administrative, operational, and property management support to a portfolio of high-net-worth and ultra-high-net-worth clients. This role requires exceptional attention to detail, discretion, professionalism, and the ability to anticipate client needs while managing multiple priorities in a fast-paced environment.
Key Responsibilities
Executive & Personal Assistance
Anticipate client needs and proactively resolve issues before they arise.
Maintain detailed records, reports, and client files.
Assist with personal errands, special projects, and lifestyle management requests.
Manage complex calendars, appointments, meetings, and scheduling logistics.
Coordinate domestic and international travel arrangements, including private aviation, accommodations, transportation, and itineraries.
Handle confidential correspondence, communications, and sensitive personal matters with the highest level of discretion.
Serve as the primary point of contact between clients, vendors, household staff, and professional advisors.
Coordinate events, dinners, private gatherings, and client entertainment activities.
Luxury Property Management
Oversee the day-to-day management of luxury residences. Work closely with other team members not always local onset of start date.
Coordinate maintenance, repairs, renovations, and capital improvement projects.
Manage relationships with contractors, service providers, building management, and vendors.
Conduct regular property inspections to ensure exceptional standards are maintained.
Develop and oversee preventative maintenance schedules.
Monitor property budgets, invoices, expenses, and service contracts.
Coordinate seasonal property preparations and residence openings/closings.
Ensure all residences remain fully stocked, organized, and guest-ready at all times.
Manage household inventories, furnishings, artwork, and specialty assets.
Vendor & Project Management
IF Necessary;
Source, vet, negotiate, and manage vendors and service providers.
Obtain competitive bids and oversee project execution from inception to completion.
Track project timelines, budgets, and deliverables.
Ensure all vendors meet established service and quality standards.
Maintain accurate documentation of contracts, warranties, and service agreements.
Client Service & Relationship Management
Build and maintain trusted relationships with client support team and sometimes family members, and professional advisors.
Exercise sound judgment and decision-making in high-pressure situations.
Represent the company and clients with the utmost discretion and confidentiality.
Provide responsive, solutions-oriented support while maintaining impeccable attention to detail.
Required Qualifications
Proven minimum 5 years or more experience supporting executives, principals, family offices, or high-net-worth individuals.
Strong property management, estate management, or luxury hospitality experience preferred.
Exceptional organizational, multitasking, and project management abilities.
Outstanding written and verbal communication skills.
High level of professionalism, discretion, and emotional intelligence.
Proficiency with Microsoft Office Suite, Google Workspace, and property management software.
Ability to manage multiple clients and competing priorities simultaneously.
Self-starter with a proactive, resourceful, and problem-solving mindset.
Flexible schedule with availability to address urgent client needs when required.
Core Competencies
Extreme attention to detail
Professional discretion and confidentiality
Executive-level communication
Luxury client service
Project coordination
Time management
Vendor negotiation
Critical thinking and problem-solving
Relationship management
Adaptability and composure under pressure
Pay: $40.00 - $45.00 per hour
Work Location: In person
