Estate Manager

Mahler Private Staffing; New York (NY); On-site; USD 200,000 - 275,000; Full time

Job summary

Mahler Private Staffing seeks an exceptional Estate Manager to oversee five private residences and a yacht, coordinating personal affairs, travel, and philanthropy for a philanthropic executive couple in the New York area. This long-term role requires discretion, integrity, and the ability to lead staff, manage budgets, and oversee renovations and maritime assets, with travel across the U.S.

and the Caribbean.

Qualifications

• 7–10+ years of experience supporting executives or luxury estates.
• Proven ability to manage multiple residences, budgets, and logistics.
• Discretion, integrity, and excellent communication.
• Proficient with MS Office, Google Workspace, and Apple devices.

Responsibilities

• Oversee the day-to-day operations of five private residences and a yacht in the U.S. and Caribbean.
• Manage staff, vendors, and contractors.
• Oversee maintenance, repairs, landscaping, and seasonal property preparation.
• Prepare residences before arrival, ensuring they are principal-ready. Oversee departures.
• Oversee renovations at various properties.
• Manage household budgets, expenses, bill payment coordination with the FO, inventory, and administrative records.
• Coordinate maintenance, insurance, registrations, and service for all vehicles, boats, and marine equipment.
• Arrange domestic and international travel, including detailed itineraries, transportation, accommodations, documents, memberships, and pet travel.
• Manage calendars, appointments, correspondence, and special projects for both principals.
• Partner with the family's charitable foundation by coordinating meetings, communications, grant documentation, proposals, and community initiatives.
• Serve as a trusted liaison with accountants, advisors, household staff, and outside service providers.
• Arrange travel for their 11lb dog and take care of as needed.

Skills

Executive support

Private family service

Organizational skills

Budget management

Travel planning

Communication

Tools

Microsoft Office

Google Workspace

Apple devices

Job description

Are You Seeking a long-term opportunity with a wonderful principal?

A dynamic, philanthropic executive couple is seeking an exceptional Estate Manager to become a trusted partner, overseeing their residences, personal affairs, travel, and day-to-day operations. This is a highly visible role for a polished, resourceful professional who thrives in a fast-paced private service environment and enjoys creating order behind the scenes. Philanthropy is important to this family and is part of everything they do.

This successful candidate will simplify the principal’s lives by managing every detail with precision, professionalism, and absolute discretion. This is an opportunity to build a long-term relationship with kind, respectful employers who value integrity, initiative, and excellence.

Open to candidates who are based in the greater New York City/Long Island region (think easy commute to the NYC residence). This role requires travel to properties throughout the U.S. and the Caribbean.

Your role

As Estate Manager, you will oversee the seamless operation of private residences while offering executive support and coordinating the principal’s travel, maritime assets, vehicles, and philanthropic activities. You will serve as the central point of coordination, ensuring every aspect of the principal’s personal and household lives runs efficiently and to the highest standards.

Key Responsibilities

• Oversee the day-to-day operations of five private residences and a yacht in the U.S. and Caribbean


• Manage staff, vendors, and contractors


• Oversee maintenance, repairs, landscaping, and seasonal property preparation


• Prepare residences before arrival, ensuring they are principal-ready. Oversee departures


• Oversee renovations at various properties


• Manage household budgets, expenses, bill payment coordination with the FO, inventory, and administrative records


• Coordinate maintenance, insurance, registrations, and service for all vehicles, boats, and marine equipment


• Arrange domestic and international travel, including detailed itineraries, transportation, accommodations, documents, memberships, and pet travel


• Manage calendars, appointments, correspondence, and special projects for both principals


• Partner with the family's charitable foundation by coordinating meetings, communications, grant documentation, proposals, and community initiatives


• Serve as a trusted liaison with accountants, advisors, household staff, and outside service providers


• Arrange travel for their 11lb dog and take care of as needed.

The Ideal Candidate

• 7–10+ years of experience supporting executives, private families, or luxury estates; yachting or marine experience is a plus


• Proven ability to manage multiple residences, projects, vendors, budgets, and complex logistics simultaneously


• Exceptional organizational, financial, and administrative skills with outstanding written and verbal communication


• Highly proficient with Microsoft Office, Google Workspace, Apple products, and modern productivity software


• Resourceful, proactive, detail-oriented, and calm under pressure


• Warm, professional, discreet, and service-minded with impeccable judgment and integrity


• Valid passport and willing to travel as needed


• Valid driver's license


• Seeking a long-term opportunity with a wonderful family

Schedule

• Generally, Monday through Friday during business hours


• 24/7 mindset, with the flexibility and willingness to respond to after hours, weekend, and holiday requests as needed


• Base salary of $200,000 - $275,000 based on experience


• The benefits package will be discussed with qualified candidates


• Long-term opportunity with appreciative, respectful principals


• Non-disclosure agreement required