Personal Assistant & Household Operations Coordinator

Job Description

Job Description

The Personal Assistant & Household Operations Coordinator manages the executive’s personal life and household operations end-to-end. This is a hands-on role suited for a detail-obsessed operator who excels at vendor and staff coordination, personal scheduling, household logistics, and pristine execution.

This position is on-site full time in Fort Lauderdale/Miami, FL. We are open to candidates currently based in other major metropolitan markets who can relocate. Experience operating at a NYC-caliber pace with high standards, urgency, and discretion is a strong plus.

Location: Fort Lauderdale/Miami, FL (full-time, on-site)

Schedule: Flexibility required, including evenings/weekends/holidays as needed

Household & Vendor Oversight

• Coordinate and oversee household vendors and service providers (e.g., maintenance, renovations).
• Source, vet, and manage contractors; ensure quality, timelines, and accountability.
• Track household schedules (cleaning/maintenance), inventories, deliveries, and warranties.

Personal & Family Scheduling

• Manage personal and family calendars; ensure frictionless integration with professional commitments.
• Book appointments, reservations, and experiences; manage reminders and confirmations.
• Handle personal errands, purchases, gifting, wardrobe logistics, and returns.

Travel & Events

• Plan and execute personal and family travel (commercial or private), with detailed itineraries and contingency planning.
• Coordinate private events and gatherings (guest lists, catering, venues, logistics).

Budgeting & Administration

• Process invoices, track expenses, and manage household budgets; maintain organized documentation.
• Implement systems to improve efficiency (trackers, checklists, SOPs).

Qualifications

• Personal Assistant, Household/Estate Coordinator, or similar client-facing experience supporting a high-demand principal is preferred.
• Proven experience with vendor management, household logistics, and event coordination.
• Excellent organization, communication, and problem-solving.
• Tech-savvy with office suites and basic project/task tools (e.g., Google Workspace, Microsoft Office, Asana/Trello).
• Uncompromising discretion and professionalism.

Additional Requirements

• Availability: On-call for urgent/last-minute needs; flexible schedule.
• Mindset: “No-task-too-small” approach paired with high standards and ownership.