Personal Assistant/House Manager
Scottsdale AZ 10,000sq ft estate on 5 acres
$45-$50ph
Fulltime
The Principal is seeking a highly proactive, resourceful, and detail-oriented Personal Assistant to serve as her trusted right hand across all personal, administrative, financial, and lifestyle matters. This role requires a high level of discretion, organization, professionalism, and initiative.
The Personal Assistant will oversee all administrative and financial operations to ensure the smooth and efficient management of the Principal’s household and related affairs. Key responsibilities include managing and prioritizing bill payments, along with handling emails, calls, and correspondence; coordinating travel arrangements and itineraries; maintaining bookkeeping, expense tracking, and budgeting; and ensuring all personal and household financial records are accurate, organized, and up to date. This role is essential in maintaining the seamless and timely operation of all household financial and administrative matters.
This is a full-time position suited for a professional who operates independently, takes ownership of responsibilities, and executes tasks with minimal direction. The ideal candidate has experience working in private households, is confident in managing property-related matters, financially organized, and equally comfortable handling administrative duties and hands-on coordination.
Key Responsibilities
Administrative & Financial Support (across multiple properties, Scottsdale home, NYC condo, and Michigan condo)
- Oversee administrative and financial operations to ensure smooth day-to-day household management, including handling emails, calls, correspondence, and maintaining organized personal and household records.
- Manage bill payments, bookkeeping, and expense tracking, ensuring accurate records, receipt management, and regular reporting to the principal.
- Develop and monitor household budgets, forecast future expenses, and oversee cash flow, including accounts, vendor payments, and petty cash.
- Build and maintain a digital house manual using platforms such as Nines, keeping all property details, vendor information, and procedures centralized and up to date.
- Utilize digital tools to manage invoices, categorize expenses, and maintain audit-ready documentation for tax preparation, while supporting additional administrative tasks as needed.
Household & Operations Management
- Ensure the smooth day-to-day running of the household
- Work in tandem to support the housekeeper
- Coordinate vendors, contractors, and regular service providers
- Schedule and oversee home maintenance and repairs
- Manage household inventory and supplies
Calendar & Travel Management
- Coordinate and manage the Principal’s calendar, appointments, and family commitments
- Arrange and oversee travel itineraries and logistics
Errands & Personal Support
- Manage personal shopping, including gifts and returns
- Help with dry cleaning and other routine personal tasks
- Assist with light meal preparation as needed
Family & Event Coordination
- Plan and organize family gatherings, holidays, and special events
- Coordinate and support dinner parties and entertaining
Required Skills & Qualifications
- Strong organizational, administrative, bookkeeping, and time management skills
- Excellent written and verbal communication skills with a professional, polished approach
- High level of discretion, confidentiality, and integrity when handling sensitive information
- Proactive, solutions-focused mindset with the ability to anticipate needs and solve problems independently
- Ability to manage vendors, staff, and multiple projects with efficiency and attention to detail
- Strong financial skills, including bookkeeping, bill payments, budgeting, and expense tracking
- Proficiency with digital tools, calendars, and organizational systems (scheduling, task management, document organization)
Preferred Experience
- Previous experience as a Personal Assistant, Household Manager, Estate Manager, or in luxury hospitality
- Experience working in a private household environment
- Familiarity with bookkeeping and household financial management
Additional Requirements
- Valid driver’s license and clean background check
- Verifiable professional references upon request