Position Overview

Seeking a highly organized, detail-oriented, and tech-savvy professional to manage the operational, administrative, and logistical needs of a private family and its associated entities (personal, LLCs, and a private foundation). This role requires a unique blend of personal assistant logistics, property operations, and basic legal/financial administrative hygiene. The ideal candidate possesses an exceptional mental model for keeping distinct entities separated and can drive complex government, legal, or medical processes to completion. Newly created position due to growing complexity for the family. You will team with a long term Estate Manager. 

Local Candidates Only!

Primary Responsibilities

• Financial & Entity Administration: Process all incoming physical mail and family email; route invoices to the correct entity (personal, specific LLC, or foundation); maintain precise records of expenses and coordinate with external CPAs for tax prep.
• Process & Project Management: Drive legal, financial, or government workflows (e.g., entity compliance, conservatorship documentation, or foreign residency applications) by filling out forms, tracking deadlines, and interfacing with specialized professionals.
• Travel & Logistics: Arrange comprehensive travel itineraries, optimize loyalty programs, input precise multi-time-zone flights into digital calendars, and ensure correct corporate or personal billing.
• Property & Household Operations: Plan, track, and manage maintenance for residential properties; operate the household payroll system for domestic staff; manage relationships with vendors and contractors.
• Document Control: Maintain an organized, secure digital and physical filing system for personal documents, deeds, contracts, and tax records.

Core Skills & Competencies

• Entity Distinction: Clear understanding of the operational and legal boundaries between an LLC, a 501(c)(3) foundation, a trust, and personal assets.
• Legal/Financial Literacy: Discerning differences between invoices, receipts, and statements; or contracts, affidavits, and declarations.
• Technical Fluency: High competency with the google suite: chrome, calendar (including complex time-zone management), google sheets and docs, secure PDFs, digital signatures, and password management tools.
• Bureaucratic Navigational Skills: Comfort dealing with various levels of government bureaucracy (federal, state, county, city) to retrieve records or file compliance documents.

Qualifications & Requirements

• 7+ years of experience in a private family office, corporate executive assistant role, or operational management position.
• Background or strong familiarity with basic bookkeeping, legal administration, or estate management.
• Absolute discretion and commitment to confidentiality (signing a comprehensive NDA is a prerequisite).
• Strong organizational skills with a proven track record of managing long-term, multi-step projects independently.
• Bachelor's degree preferred; direct FBO experience may substitute. 
• Demonstrated solid, long term experience with verifiable reference.

This is a hybrid role requiring more time onsite initially to organize and get systems in place. 

Retained search firm is partnering with this wonderful, long term client on the search.