Executive Family Assistant

Elite Estate Manager / Executive Family Assistant

Location: Los Angeles Area (Westside) Position Type: Full-Time, Non-Exempt (Hourly) Schedule: Monday – Friday

About the Role

We are a fast-paced, high-performing family, and we are looking for an exceptional Estate Manager / Executive Family Assistant to take total ownership of our daily operations. We need a dynamic operator who thrives in the trenches, someone who can seamlessly pivot from navigating complex trust documents with wealth managers to running out to grab the groceries and dry cleaning without missing a beat.

This role requires a “no ego, no task too big or too small” mentality. You are the engine that keeps this family running flawlessly.

The Non-Negotiables

• 1. RELENTLESS ENERGY: You move fast, you think faster, you are a positive force to everything you touch. You operate with precision and a bias for action, and you possess the magnetic energy to elevate the pace of everyone around you, family and staff included.
• 2. Elite Execution: You don’t wait to be told what to do. You anticipate the need, troubleshoot the problem, and drive the outcome. You are highly resourceful and pivot instantly when plans change.
• 3. Total Discretion: Absolute confidentiality and unshakeable professionalism when handling highly sensitive information.
• 4. Proven Track Record: 7+ years operating at an elite level as an Estate Manager, Personal Assistant, or Family Office Assistant for a high-net-worth family.
• 5. Systems Mastery: You are tech-savvy!!
• 6. Mobility: Must have a valid California Driver’s License, a spotless driving record, and a reliable vehicle. You will be on the move

Requirements

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Your Core Directives

Command the Financial & Administrative Logistics

• Drive Family Office Operations: Act as the tip of the spear with banks, wealth managers, and attorneys. Execute entity administration (LLCs, trusts) and vital document processing.
• Own the Books: Manage bill pay for household vendors and track expenses ruthlessly using Zoho and QuickBooks.
• Manage Staff Payroll: Ownership of domestic staff payroll. You manage the systems (e.g., Gusto) to ensure every team member is paid accurately and on time, handling all HR logistics flawlessly so we never have to think about it.

Master the Estate & Property Operations

• Property Oversight: Serve as the ultimate gatekeeper and operator for multiple properties. Oversee all maintenance, repairs, and minor renovations.
• Vendor Authority: Direct and schedule independent contractors (HVAC, pool service, security, cleaning staff) Ensure they deliver to our exact standards.
• Expert Procurer: You act as the master buyer, whether sourcing specific household supplies, tracking down project materials, or negotiating service contracts, you find exactly what we need, secure the best value, and execute the purchase with zero friction.
• Fleet Management: Manage the vehicle fleet, coordinating detailing, routine maintenance, so they are always ready to roll.
• Data Ownership: Maintain the family’s CRM database, keeping a flawless record of key contacts, property details, and household preferences.

Execute Personal & Family Support

• See Around Corners: You are thinking five steps ahead, identifying blind spots and friction points we aren’t even imagining. We don’t just need someone to catch an expiring passport; we need an operator who engineers next-level upgrades to our lifestyle and daily operations, bringing us visionary solutions before we even know there’s a question.
• Lifestyle & Travel: Coordinate complex, high-end personal travel, secure impossible dining reservations, and manage memberships.
• Vital Logistics: Own the family’s medical scheduling, prescription management, and insurance claims. Handle the heavy lifting on vital records, passport renewals, and school paperwork.
• Daily Flow: Command the daily mail, manage package deliveries, process returns, and handle all subscription services.

Boots on the Ground (Household & Errands)

• No-Ego Procurement: Conduct the daily and weekly runs to keep the household fully stocked with groceries, supplies, and specialty items.
• Efficient Errands: Run point on high-end retail returns, dry cleaning, and specific vendor pickups. You are the ultimate runner.
• Household Optimization: Keep the physical environment pristine. Assist with closet m…