Service-Oriented Assistant to Estate Manager

Job Description

JRN: 2696

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A private estate in East Hampton is seeking an Assistant to the Estate Managers to provide full administrative support to the estate’s management team. Reporting directly to the Estate Manager, this person keeps managers organized, handles day-to-day logistics, and steps in on errands, guest requests, and event service as needed. The ideal candidate is organized, detail-oriented, and service-minded, and enjoys being the person who keeps everything moving behind the scenes. This role works closely with the Estate Manager, House Manager, Chief of Operations, and the purchasing and logistics team.

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If you’re looking to join a great team with opportunity for advancement, this is the perfect opportunity!

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RESPONSIBILITIES

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• Provide complete administrative support to the East Hampton Estate Managers
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• Maintain and update calendars and schedules
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• Greet and escort vendors and guests on property
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• Manage purchase orders, receiving, and returns
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• Track supply levels and place orders
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• Handle research, document prep, and general home office tasks
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• Pack and ship items as needed
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• Gather information and share it with the right departments
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• Coordinate pet appointments and general pet care
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• Run errands as needed
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• Maintain inventory and keep spaces and systems organized
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• Draft and distribute meeting minutes
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• Prepare expense reports and reconcile credit card statements
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• Plan and manage staff celebrations with the People Systems and Database Coordinator
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• Respond quickly to principal and guest requests and route them to the right manager
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• Assist with event service as needed
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QUALIFICATIONS

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• Prior administrative, high end hospitality or household support experience preferred
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• Highly organized with strong attention to detail and follow-through
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• Strong written communication skills for minutes, reports, and updates
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• Comfortable with expense reporting and credit card reconciliation
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• Tech-savvy with working knowledge of common tools
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• Service-minded, with a warm and professional presence around principals and guests
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• Discreet and trustworthy with a strong sense of confidentiality
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• Collaborative team player who communicates across departments
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• Hands-on and flexible, with no task too big or too small
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Location: East Hampton, NY

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Compensatio n: 40-45/hr + OT + full benefits package, PTO.

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Schedule: Monday-Friday when principals are not in town, week-round coverage when family is in residence.

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Pocketbook Agency is acting solely as a recruiting and placement firm for this position and is not the employer of record for this role unless otherwise explicitly stated. All hiring decisions, compensation, benefits, and employment terms are determined by the client employer. By applying, you acknowledge that submission of an application does not guarantee placement or employment.

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Pocketbook Agency is an equal opportunity recruiting firm and does not discriminate in its recruiting, screening, or placement practices based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.

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