Executive Household Manager & Personal Assistant

Job Title: Executive Household Manager & Personal Assistant Location: Brooklyn, NY 11238 Employment Type: Full-Time | approximately 40 hours per week Schedule: Monday through Thursday, approximately 7:30 AM to 3:30 PM with Friday and/or Saturday morning coverage. From November through mid-March, the schedule shifts to reduced in-person hours with more remote administrative and property oversight while the family is abroad. During the family’s time abroad, some communication may need to take place early in the morning or on weekends to accommodate the time difference. Compensation: $90,000–$100,000 annually, commensurate with experience. Full benefits package including health, dental, and vision insurance. 20 days paid PTO included. Start Date: ASAP Requirements Must be authorized to work in the United States. Maintain a smoke-free environment. Valid passport and willingness to travel domestically and occasionally internationally. Clean driving record. Valid driver’s license and comfortable driving children and occasional long-distance drives. Candidates are required to be up to date on recommended vaccinations in line with American Academy of Pediatrics and Centers for Disease Control and Prevention guidelines (including COVID-19 and influenza), subject to applicable legal accommodations. Willingness to sign a Non-Disclosure Agreement (NDA) prior to the start date. About Our Family We are a warm, busy, close-knit family of five based in Brooklyn, with three young children, a beloved dog, and a life that is full in every sense of the word. Our home is lively, loving, and always in motion: school mornings, lunches to pack, errands to run, little people to care for, travel bags to organize, birthdays to celebrate, and a constant stream of household details that keep our family life moving. Both parents work full-time, largely remotely, and our lives are layered across several places we love. We spend much of the year in Brooklyn, travel regularly to Westchester and Martha’s Vineyard for weekends, holidays, and summers, and spend several months of the winter abroad in Cape Town, South Africa. We also have a Brooklyn brownstone renovation underway, along with additional property needs that require thoughtful coordination from afar. We have a full-time nanny and other support in place, but the volume and unpredictability of family life means there are still times when we need an extra set of capable hands. What we are really looking for is someone who can help our home and family life more broadly feel calmer, more organized, and more held. The right person will become a trusted point of continuity: someone who knows what needs to happen before we have to ask, helps us return from travel to a stocked and settled home, keeps the master schedule moving, coordinates care and vendors, and helps us reclaim time with our children instead of spending it chasing forms, dry cleaning, groceries, repairs, and reminders. We are an appreciative family and we value warmth, initiative, and thoughtful partnership. Birthdays are a big deal in our house, and we love making our children feel celebrated and known. We want someone who enjoys being part of the rhythm of a family, who takes pride in creating ease behind the scenes, and who can grow with us long-term as a meaningful, trusted part of our household. The Opportunity This is a high-trust, high-ownership role for someone who enjoys both the big picture and the details that bring it to life. The right person will become our family’s trusted right hand: someone with the autonomy to build systems, anticipate needs, solve problems, and take meaningful ownership across household operations, family logistics, and personal administration. One moment you may be coordinating a contractor, managing travel logistics, or keeping a household project moving; the next, you may be handling a school form, unpacking groceries, organizing the kids’ gear, or making sure the home is ready for our family’s return. The rhythm of the role can change quickly, too. A typical day may shift because of a school activity, an evening work commitment, travel, or an unexpected family need, so the right person is comfortable reassessing priorities and jumping in wherever they can be most helpful. For someone who genuinely enjoys creating order out of complexity and making life easier for others, this is a role where your impact will be felt every day. Who You Are / What We're Looking For You are a highly capable, proactive household professional who thrives on bringing order to a busy and dynamic family life. You think several steps ahead, take ownership without waiting for direction, and are equally comfortable managing high-level logistics and rolling up your sleeves to handle whatever the day requires. Above all, you are looking to become a trusted, long-term partner who creates calm, structure, and ease behind the scenes. Experienced Household Professional: You have experience as a Household Manager, Executive Assistant, Personal Assistant, Family Assistant, Estate Manager, or in a similar high-touch role supporting a busy household or executive. Exceptionally Organized: You are confident in managing multiple moving pieces at once: calendars, school forms, appointments, errands, household staff, vendors, travel logistics, supplies, gifts, returns, groceries, and the many small details that keep family life running smoothly. Proactive & Anticipatory: You naturally think several steps ahead. You notice what is missing, what is coming next, and what could become a problem if it isn't addressed and take action before being asked. High Ownership: Once you understand the goal, you can build the system, manage the details, and see things through from start to finish. You don't need a task‑by‑task list to keep things moving. Hands-On & Resourceful: You are equally comfortable coordinating a household project and jumping in where needed, whether that means unpacking groceries, resetting the kitchen, moving laundry along, organizing children's gear, confirming a babysitter, or preparing the home for the family's return from travel. Strong Communicator: You communicate clearly and efficiently, appreciate a quick check-in to align on priorities, and have good judgment about when to provide an update, elevate a decision, or simply handle something independently. Comfortable Managing People & Vendors: You can confidently coordinate household staff, caregivers, service providers, contractors, and vendors while maintaining strong relationships and ensuring follow-through. Warm & Comfortable with Children: While this is not a primary nanny position, you genuinely enjoy being around young children and are comfortable occasionally stepping into childcare when family needs shift unexpectedly. You would enjoy becoming a familiar, trusted presence in the children's lives. Flexible & Adaptable: You are comfortable with the natural ebb and flow of a dynamic household and understand that priorities can change with little notice. You can shift between household management, childcare support, errands, property needs, and administrative work depending on what the family needs that day. The role will also evolve throughout the year as the family moves between Brooklyn, Westchester, Martha’s Vineyard, and Cape Town. Calm Under Pressure: Changing priorities don't throw you off. You can assess what matters most, adjust quicky, and continue moving things forward with a positive, solutions‑oriented approach. Service-Minded & Thoughtful: You genuinely enjoy creating ease for others and take pride in being the person who makes the day feel easier, the home feel steadier, and the family feel supported. Trustworthy & Discreet: You understand the level of trust that comes with working closely within a family's personal life and handle private information, schedules, and household matters with professionalism and discretion. Key Responsibilities Executive Household & Estate Oversight Serve as the central point person for household operations across multiple properties, with the ability to expand oversight as the family’s property portfolio grows Maintain visibility across household priorities, property needs, vendors, projects, and next steps, ensuring details are organized and followed through to completion Create and maintain effective household organization systems and routines Oversee cleaners, contractors, and other household service providers Research and coordinate repairs, quotes, maintenance calls, vendor access, and property needs Support renovation oversight by being on-site when the family is unavailable, coordinating vendor access, and relaying contractor or architect questions Help tracking and managing seasonal property needs, such as arranging snow removal services, sidewalk shoveling, walkthroughs, and other tasks that help prevent issues or fines while the family is away Manage rental property needs and coordinate across the family’s various residences and properties Administrative & Personal Assistant Support Manage the household schedule, including nanny, babysitter, cleaner, dog walker, appointments, school needs, travel, and broader family logistics Support household paperwork, including school forms and health insurance claims Coordinate travel planning and logistics Manage receipt and budget tracking Ensure babysitters, dog walkers, cleaners, and other household staff are paid accurately and on time Coordinate events, appointments, celebrations, and other family needs Anticipate upcoming deadlines, scheduling conflicts, and household priorities and ensure appropriate follow-through Household Management & Organization Create and maintain household organization systems Manage daily household resets and prepare the home for cleaners Provide light tidying as needed, including dishes, surfaces, and high-traffic areas Manage seasonal swaps, including clothing, closets, and bedding Prepare and coordinate donation drop-off Support event, holiday, guest, birthday party, and celebration preparation Assist with packing and unpacking for travel Manage organizational projects involving toys, gear, closets, pantry, office areas, and other household spaces Handle basic household upkeep such as changing batteries, light bulbs, and smoke detector batteries Family & Child Support Assist with morning drop-offs Step in for occasional childcare when unexpected schedule changes, school closures, work commitments, or gaps in backup care arise Prepare backpacks, clothing, snacks, and other items needed for children’s routines Handle child-related errands Coordinate local childcare and backup care when the family travels to other locations Be comfortable driving children and completing occasional longer drives between family locations Inventory, Purchasing & Errands Restock pantry, refrigerator, and household supplies Maintain running household supply lists Manage household orders and subscriptions Handle returns, dry cleaning, tailoring, gift shopping, and other personal errands Manage mail and packages Unpack deliveries, put items away, and break down boxes Meal & Kitchen Support Coordinate light meal planning around the family’s weekly farm share box Assist with food preparation as needed Prepare school lunches and snacks for children Handle grocery shopping Support kitchen clean-up and general maintenance Laundry & Linen Care Arrange and manage wash-and-fold service for family laundry Handle occasional laundry loads as needed Maintain tidy and well-stocked laundry areas Pet Care & Coordination Coordinate international pet shipping logistics when the family travels overseas Schedule and track veterinary appointments, grooming, and preventative care Track and manage pet medications Assist with feeding and walking as needed Maintain pet supplies Arrange occasional dog sitting Vehicle Management Support future vehicle management, including maintenance scheduling, registration, insurance, and organization Assist with NYC street parking logistics as needed Coordinate fueling, cleaning, and general vehicle readiness Be comfortable driving children and completing occasional longer drives between family locations #J-18808-Ljbffr Sage Haus LLC.