A young HNW couple based in Bergen County, NJ is seeking a highly professional, detail-oriented Family Assistant/House Manager to provide comprehensive support in managing daily household operations. This role combines operational oversight with hands-on assistance, including scheduling, errand management, vendor coordination, and ensuring the smooth operation and maintenance of multiple residences.
The ideal candidate is a refined and resourceful professional with exceptional communication skills, has strong attention to detail, has a proactive approach and excels in a dynamic environment. They will be responsible for streamlining household systems, managing service providers, and ensuring that each property is immaculately maintained while strategically managing the pricinpals' complex personal calendars.
Full Job Description is as follows:
Schedule Management
- Coordinate medical visits, appointments, workout classes, and pet care (grooming, vet visits, etc.)
- Strategically manage and update the principals' complex calendars/schedules
Household Management
- Oversee day-to-day operations of a luxury private primary residence (9,000 sq ft)
- Communicate with household staff across all properties
- Liaise with housekeeping, landscaping, contractors and property managers
- Supervise all maintenance, repairs, and multiple ongoing special projects and renovations
- Manage online orders via pickle app, and coordinate shipment/courier
- Handle all household bills, payments, tickets etc. in a timely fashion
- Update household binder with all information and logins to various accounts
Errands, Household Tasks & Vehicle Maintenance
- Weekly grocery shopping via Instacart
- Dry cleaning pick-up/drop-off
- Online returns, and general errands
- Handling fueling, oil changes, car washes, and service appointments
* A dedicated personal card will be provided to cover all work-related purchases/orders and access to the family’s vehicle will be provided for all job-related travel and errands.
Admin Management
- Run payroll and ensure timely payment of household invoices
- Manage and oversee all daily correspondence within your personal work inbox, ensuring timely and well-composed responses
- Draft and manage household and personal communications
- Maintain accurate digital and physical filing systems
- Prepare and manage spreadsheets for household budgets and expenses on Excel or Google Sheets
- Handle administrative follow-up and correspondence with contractors and vendors
- Source and vet professional contractors on an as needed basis
Travel Planning
- Book both international and domestic travel, including flights and accommodations, at times on a last minute basis
- Coordinate with travel agent regarding complex trips
- Book all dining and spa reservations
- Communicate with travel agent and/or hotel concierge team regarding international and domestic travel and transportation
- Secure all car services and ground transportation for trips and events, locally and abroad
Seasonal Wardrobe Management & Inventory/Pantry Management
- Coordinating and executing seasonal closet transitions (e.g., swapping summer and winter wardrobes)
- Organizing clothing storage by category and family member, using labeled containers or bins
- Assist housekeeping with stock inventory for necessary household items
- Assist housekeeping with labeling and categorizing pantry items for easy access and visibility
Document & Receipt Organization:
- Organizing household receipts by category and date for easy reference and accounting
- Maintaining digital and/or physical filing systems for home-related documentation (e.g., warranties, service invoices, insurance papers, etc.)
- Keeping office desks clean and orderly
* A private office with a desk/workstation will be provided on site at primary residence.
Schedule & Benefits
This is a full-time, in person position which requires the employee to be on site Monday through Friday from 8-5 pm. This is an hourly based position with a guaranteed 40-hour work week. While the core hours fall within a traditional weekday schedule, we ask that you remain on-call on weekends for time-sensitive tasks and coordination needs that may arise. These will take place remotely, and are compensated additionally.
- We offer two non-consecutive weeks of paid vacation.
- Five (5) paid sick days.
- Use of family vehicle during work hours.
- Personal work credit card for work-related expenses.
- Yearly discretionary bonus.
The Ideal Candidate:
- 3+ years of experience as a Family Assistant (FA) Personal Assistant (PA) or Household Manager for high net worth families.
- Has strong communication skills (written and verbal).
- Performs exceptionally in a fast pace environment.
- A self starter with a passion for organization, management and admin work.
- Must be comfortable around dogs.
- Proficient in Mircrosoft Word, Excel and/or Google workspace tools..
- Resourceful and technologically advanced.
- Ability to manage time zones and international communications.
- Discreet, professional, and respectful at all times.
- Valid driver's license and clean driving record.
*Spanish fluency is not required, but is a strong plus!
To Apply:
- Please submit a headshot or professional photo of yourself.
- Attach your resume.
- Provide three (3) professional references.
Please note: All candidates must be willing to sign a non-disclosure agreement (NDA) and undergo background and reference checks. The couple currently does not have children. This role does not currently involve, nor will it require, any childcare-related responsibilities. The role is stricly adminatrative and operational. The family anticipates supplementing their team with further support as required.