Estate and Executive Assistant

Family Office Opportunities; Pebble Beach (CA); Hybrid; USD 125,000 - 150,000; Full time

Benefits offered by this job

Comprehensive benefits

Hybrid work schedule

Job summary

Family Office Opportunities is seeking an experienced Estate & Executive Assistant based in Pebble Beach, CA to provide comprehensive support across residential operations, executive administration, travel, and multi-property coordination.

The role demands hands-on ownership, proactive communication, and the ability to manage complex calendars, travel, and projects across time zones. Hybrid schedule with three days in Pebble Beach and comprehensive benefits offered.

Qualifications

• 10+ years of relevant experience supporting private families, senior executives, estates, or residential properties.

Responsibilities

• Manage complex calendars, appointments, meetings, and scheduling across personal and household priorities and multiple time zones.
• Coordinate complex domestic and international travel, including flights, accommodations, ground transportation, itineraries, preferences, and contingency planning.
• Manage correspondence, meeting logistics, reservations, and other administrative needs.
• Conduct research and manage special projects on behalf of the Principals, tracking priorities, deadlines, and follow-up through completion.
• Coordinate with household staff, professional advisors, and outside service providers, ensuring clear communication and follow-through.
• Oversee day-to-day operations of the family’s Pebble Beach residence and coordinate needs across additional properties.
• Serve as primary contact for vendors, contractors, maintenance providers, deliveries, and property-related projects.

Skills

Calendar management

Executive support

Travel coordination

Vendor coordination

Project management

Discretion

Education

Experience with private families estates

Tools

Hybrid work tools

Job description

A private family based in Pebble Beach, California is seeking an experienced Estate & Executive Assistant to provide comprehensive support across residential operations, executive administration, travel, and the coordination of multiple properties.

This is a hands-on, high-trust role for an experienced professional who takes ownership of both day-to-day details and broader projects. The Estate & Executive Assistant will serve as a central point of coordination for the Principals, household staff, vendors, contractors, and outside service providers, ensuring priorities are anticipated, communicated, and carried through to completion. The successful candidate will be warm, polished, resourceful, and highly proactive, with the confidence to manage relationships and projects independently while maintaining a service-oriented approach.

Responsibilities

Executive & Administrative Support

• Manage complex calendars, appointments, meetings, and scheduling across personal and household priorities and multiple time zones
• Coordinate complex domestic and international travel, including flights, accommodations, ground transportation, itineraries, preferences, and contingency planning
• Manage correspondence, meeting logistics, reservations, and other administrative needs
• Conduct research and manage special projects on behalf of the Principals, tracking priorities, deadlines, and follow-up through completion
• Coordinate with household staff, professional advisors, and outside service providers, ensuring clear communication and follow-through
• Anticipate needs and proactively address issues, escalating matters to the Principals when appropriate
• Oversee the day-to-day operations of the family's primary Pebble Beach residence and coordinate needs across additional properties
• Serve as the primary point of contact for vendors, contractors, maintenance providers, deliveries, and property-related projects
• Coordinate maintenance, repairs, recurring services, and household schedules, ensuring work is completed on time and to the family's standards
• Anticipate household needs and proactively manage supplies, inventories, and other residential requirements
• Manage projects and improvements across the family's residences from planning through completion, coordinating timelines, vendors, responsibilities, and follow-up
• Review household and property-related invoices, track expenses, coordinate approvals, and liaise with the family office or accounting team on payments as needed
• Maintain organized property records, vendor agreements, warranties, inventories, maintenance schedules, and other household documentation
• Coordinate logistics for guests, family gatherings, dinners, and other entertaining, working with household staff and outside providers as needed
• Identify opportunities to improve household processes, organization, and efficiency

Candidate Profile

• 10+ years of relevant experience supporting private families, senior executives, estates, or residential properties
• Experience combining executive or personal assistance with estate, household, or property management responsibilities strongly preferred
• Demonstrated ability to manage multiple properties, projects, vendors, and competing priorities simultaneously
• Warm, professional, approachable, and service-oriented, with a highly proactive and resourceful approach
• Strong sense of ownership and sound judgment, with the ability to manage competing priorities calmly and independently while keeping Principals appropriately informed
• Excellent organizational, communication, and project management skills
• Confident managing relationships with household staff, vendors, contractors, professional advisors, and other service providers
• Highly discreet and comfortable handling confidential family and financial information
• Detail-oriented and capable of maintaining high standards in a fast-moving private environment
• Technologically proficient and comfortable adopting systems and tools that improve organization and efficiency
• Valid driver's license and ability to work a hybrid schedule based in Pebble Beach
• Flexibility to support occasional schedule changes, travel, or time-sensitive needs as required

Job Type: Full-Time, Hybrid with 3 days per week in Pebble Beach

Compensation: Annual salary range of $125,000 - $150,000, based on experience and qualifications, with comprehensive benefits