Executive Personal Assistant

JRN #2545

A private family in Los Altos is seeking an experienced Executive Personal Assistant & Estate Manager to serve as a trusted operational partner across all aspects of family, household, property, travel, and special project management. This role supports a busy dual-career household with three school-age children, multiple residences, active renovation projects, and extensive travel. The ideal candidate is highly organized, proactive, resourceful, and discreet, with the ability to anticipate needs, manage competing priorities, and create systems that ensure seamless day-to-day operations. This individual will oversee household and property management, coordinate vendors and staff, manage family logistics, support travel planning, and assist with construction, design, and special projects.

Key Responsibilities

• Manage and maintain complex family calendars, including school schedules, extracurricular activities, appointments, travel, social commitments, and household deadlines
• Coordinate family logistics, school communications, medical appointments, registrations, special events, and milestone celebrations
• Oversee day-to-day operations of multiple residences, ensuring homes are maintained to the highest standards
• Manage household budgets, invoices, vendor payments, service contracts, inventories, and household systems
• Source, schedule, and supervise vendors, contractors, household staff, and service providers
• Serve as the primary point of contact for household operations, maintenance projects, deliveries, and service-related matters
• Recruit, onboard, and manage household staff as needed while fostering positive relationships with long-standing team members
• Coordinate residential renovation, construction, furnishing, and design projects, partnering with architects, designers, contractors, and owner's representatives
• Track project timelines, facilitate communication among stakeholders, and ensure projects remain on schedule and within scope
• Research, plan, and coordinate domestic and international travel, including flights, accommodations, transportation, dining reservations, activities, and detailed itineraries
• Manage a wide range of personal and household administrative projects, correspondence, and special requests
• Conduct research, gather recommendations, evaluate options, and present organized information to support decision-making
• Create and implement systems, processes, and organizational tools that improve efficiency, communication, accountability, and overall household operations
• Anticipate needs, proactively solve problems, and ensure seamless execution across all family, household, property, and project-related activities.

Key Qualifications

• 7+ years of experience as an Executive Personal Assistant, Estate Manager, Household Manager, Family Assistant, or similar role
• Experience supporting high-net-worth or ultra-high-net-worth households
• Proven success managing multiple properties, vendors, projects, and household operations simultaneously
• Strong project management, communication, and organizational skills
• High degree of professionalism, discretion, and sound judgment
• Bachelor's degree preferred
• Proficiency with Google Workspace, shared calendars, task management systems, and online tools

Location: Los Altos, CA

Compensation: $175,000+ DOE and healthcare stipend + other benefits

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.

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.