Job Details

A couple is seeking a highly organized, proactive, and resourceful Estate & Executive Support Assistant to oversee the smooth operation of their personal residence located in Pasadena, CA while assisting with select executive and personal projects. This role blends estate management, vendor coordination, and special project oversight with administrative support, requiring a hands-on, detail-oriented professional.

The ideal candidate will be responsible for managing home operations, coordinating vendors and renovations, overseeing special projects, and providing select executive assistant support—but will not be tasked with company communications, corporate travel, or day-to-day business affairs.

While standard working hours apply, this role requires flexibility, including one weekend day per week and occasional overnight stays when the family is traveling. Additionally, the candidate must be available for emergencies (e.g., coordinating urgent vendor repairs or managing evacuation logistics in extraordinary situations).

Responsibilities:

• Oversee day-to-day operations of the residence on 1.5+ acres, ensuring all household systems (security, lighting, HVAC, landscaping, etc.) are maintained and functioning properly.
• Manage vendors, contractors, and service providers for home maintenance, remodeling projects, and special installations.
• Ensure the property maintains a lived-in appearance during extended family travel, including occasional overnight stays as needed.
• Help with scheduling travel and packing as needed
• Maintain vehicles (ensuring they are cleaned and serviced)
• Maintain household inventory and supplies, ensuring timely restocking and organization.
• Maintain grocery stock as needed (occasional shopping as needed).
• Assist with coordinating and supervising housekeeping staff (if applicable) to maintain cleanliness and order.
• Assist with special projects, such as organizing household documents, managing personal accounts, and tracking key family assets (e.g., trademarks, art, vehicles).
• Research and manage logistics for home renovations, technology upgrades, and other one-time projects.
• Provide light executive assistant support, including tracking schedules, handling personal correspondence, and managing select administrative tasks.
• Keep detailed records and provide regular updates on ongoing projects and household status.
• Source, schedule, and oversee vendors and service providers for household maintenance, renovations, and special services.
• Manage event planning and execution for small private gatherings, including liaising with caterers and coordinating logistics.
• Occasional travel may be necessary to assist with business and/or personal projects.
• Ensure all contracts, agreements, and vendor payments are properly managed and up to date.
• Serve as the first point of contact for household emergencies, such as urgent repairs, security concerns, or extreme events (e.g., natural disasters requiring evacuation coordination).
• Though after-hours calls will be infrequent, availability for emergency response is required.

Requirements:

• Highly organized, adaptable, and resourceful; able to manage multiple priorities with discretion and confidentiality.
• Experience in household management, estate administration, or a high-level personal/executive assistant role with strong vendor and project management skills.
• Comfortable with light hands-on tasks (e.g., moving items to and from storage, assisting with home organization).
• Tech-savvy, able to manage household systems, basic troubleshooting, and administrative software.
• Willing to work a flexible schedule, including one weekend day per week and occasional overnight stays.
• Ability to travel
• Proven experience working with high-net-worth individuals and families as a Personal Assistant / Estate Manager.
• Bachelor's Degree preferred, with greater years of experience considered in lieu of a degree.
• Four or more years of experience in a similar role.
• Strong organizational skills and ability to prioritize tasks.
• Effective supervision of staff and vendors, including task coordination, vendor management, and guidance.
• Proficiency in scheduling, record-keeping, and communication.
• Flexibility to adapt to changing priorities and handle multiple responsibilities.

Physical Requirements:

• Ability to walk, stand, and sit for an extended period of time.
• Ability to lift up to 30 lbs unassisted.
• Ability to work in front of a computer for an extended period of time.

Compensation and Benefits:

• $90,000 to $110,000 per year
• 401k (matching), Life, Dental, Vision, Health, PTO, FSA, HSA