Executive Family Assistant & Estate Manager

Job Title: Executive Family Assistant & Estate Manager

Location: Aspen, CO (81611)

Employment Type: Full-time (30-40 hours per week)

Schedule: Monday thru Friday between the hours of 9am-4pm. On-site presence required for property and vendor oversight; remote administrative work acceptable. Flexibility needed for seasonal transitions and occasional travel support.

Compensation: $45–50/hour

Start Date: ASAP

Requirements

• Previous experience in luxury property or estate management
• Proven experience managing high-end residences and overseeing vendor/contractor relationships
• Ability to travel seasonally (e.g., Southampton, NY during summer months)
• Maintain a smoke-free and fragrance free environment
• Must have reliable transportation
• Must be authorized to work in the United States

About Our Family

We are a lively family of three living in Aspen, Colorado, where we enjoy an active lifestyle centered around family time, outdoor adventures, and seasonal travel. We spend our winters skiing together in the mountains and have loved having our 4-year old start joining us on the slopes. During July and August, we head to Southampton, New York, where we settle into a summer home and enjoy a change of scenery. Between managing multiple properties, coordinating household staff and vendors, and keeping up with the logistics of family life, there are a lot of moving pieces behind the scenes.

We have a wonderful foundation in place, including a housekeeper and childcare support, but we need someone who can bring everything together. We want our home to feel consistently organized, well-maintained, and thoughtfully managed. From coordinating vendors and overseeing maintenance to keeping household systems running smoothly, we are looking for someone who can take ownership of the details and ensure nothing falls through the cracks.

We value a home that feels calm, comfortable, and functional, along with the freedom to focus on the things that matter most to us. We are looking for a trusted partner who can anticipate needs, solve problems independently, and keep us informed without requiring us to manage every step. This is an opportunity to make a meaningful impact on how our household operates, with the potential to grow into a broader role supporting our properties, family logistics, and future projects.

Who You Are / What We're Looking For

You are an experienced household or estate management professional with a background in luxury property management, project management, or private household operations. You bring calm confidence to every situation and understand that discretion, professionalism, and emotional intelligence are the baseline in a high-end residential environment. You are organized, resourceful, and highly detail-oriented, with the ability to oversee vendors, coordinate staff, manage maintenance, and keep multiple priorities moving forward. You think beyond the immediate task, anticipate what needs attention, and take ownership from start to finish without needing constant direction.

You are a natural problem-solver who knows how to connect the dots and make things happen. Whether you're overseeing a contractor walkthrough, researching vendors and gathering quotes for an upcoming project, coordinating seasonal transitions between Aspen and Southampton, or prepping produce and ingredients for the week's meals, you can pivot seamlessly without missing a beat. You communicate proactively, provide clear and concise updates, and follow through until every detail is handled. You are comfortable building systems, maintaining organized spaces, managing household logistics, and holding vendors and staff accountable while maintaining positive, professional relationships. Experience with construction or general contractors and proficiency with Google Drive and Excel are valuable assets, and bilingual fluency in English and Spanish is a meaningful plus.

Just as importantly, you are intuitive, grounded, and easy to have around. You read the room, respect the energy of the home, and know when to step in, when to work independently, and when to communicate. You can work comfortably around family members who may be home throughout the day while remaining mindful of their time, privacy, and space. You bring a steady, solutions-oriented presence rather than unnecessary urgency, and you are hands-on and willing to jump in wherever needed to keep the household running smoothly. Above all, you have an “I've got this” attitude that inspires trust and makes the people around you breathe easier because they know things are being handled.

Key Responsibilities

Vendor & Contractor Management

• Serve as the primary point of contact for all vendors, and service providers
• Schedule, oversee, and follow up on all service appointments
• Solicit and present quotes for projects; coordinate approvals and follow through on execution
• Manage relationships with landscapers, pool service, irrigation, general contractors, and other recurring vendors

Property Maintenance & Project Support

• Conduct weekly walk-throughs and proactively identify and resolve property issues before they escalate
• Support an upcoming construction project with note-taking, vendor research, and coordination
• Manage seasonal transitions between residences, including Southampton move-in/move-out logistics, storage coordination, and returning the primary residence to full running order after extended absences

Household Organization & Maintenance

• Maintain consistent, intuitive organization throughout the home — pantry, playroom, closets, and common areas
• Uphold organizational systems that are easy to maintain and navigate

Meal Support

• Receive produce and grocery deliveries; wash, chop, and prep ingredients for family use
• Keep the refrigerator and pantry stocked and well-organized

Inventory & Errands

• Manage grocery runs, mail, FedEx, and miscellaneous household errands
• Monitor household inventory and restock as needed

Vehicle Upkeep

• Keep family vehicles clean and fueled, particularly in advance of travel

Family Support

• Manage scheduling, appointments, calendar coordination, and travel logistics
• Support gifting, event planning, and birthday celebrations
• Provide weekly recap communications to the family — brief, informative updates that don't require a response

How to Apply

Please submit a short intro letter telling us a bit about yourself and why this role is a great fit, an updated resume, and 3 professional references with current contact information. Please note that this role requires a background check.

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