Personal Assistant

The Grapevine Agency; New York (NY); On-site; USD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking a highly organized Executive Personal Assistant / Estate Manager to enhance the efficiency of a busy household. This dynamic role involves managing personal and household operations, coordinating schedules, and overseeing household staff while ensuring seamless day-to-day functionality. The ideal candidate will be tech-savvy, resourceful, and possess exceptional communication skills, making them a vital part of the family’s lifestyle. If you thrive in a fast-paced environment and enjoy creating order from chaos, this opportunity is perfect for you.

Qualifications

• Must have exceptional communication and organizational skills.
• Proactive problem-solver with tech proficiency and multitasking ability.

Responsibilities

• Manage scheduling, personal appointments, and household operations.
• Oversee household staff and coordinate home projects across properties.

Skills

Exceptional communication skills

Proactive problem-solving

Outstanding organizational skills

Ability to multitask

Natural leadership

Calm demeanor under pressure

Comfort with smart home technology

Tech proficiency

Tools

Scheduling tools

Task management platforms

Communication apps

Job description

Direct message the job poster from The Grapevine Agency

Location: Soho, NYC (with light oversight of homes in the Tri-State area)

Schedule: 9am – 5pm with ability for flex as needed for events etc.

Available for text and calls for urgent matters

Salary: Open for salary as long as reflective of the experience – plus benefits and vacations (based on timing that works for the family)

A dynamic and fast-paced private household based in Soho is seeking a highly organized and proactive Executive Personal Assistant / Estate Manager to streamline and manage the principal’s personal and household operations. This role is ideal for a confident, tech-savvy, and hands-on individual who thrives in a multitasking environment and brings a calm, solutions-oriented mindset to every task. Must be available for an urgent issue. Will work with nanny, housekeeper and driver. Seeking a long-term person. Please be family friendly for older kids.

Key Responsibilities:

1. Manage and coordinate all scheduling, personal appointments, and calendar management
2. Scheduling for all needs for kids
3. Handle personal shopping, gifting, errands, and returns
4. Oversee and support household staff, ensuring SOPs are maintained
5. Coordinate and supervise home projects and vendors across multiple properties
6. Ensure seamless day-to-day operations across all residences (minimal travel required)
7. Provide occasional support for events and gatherings
8. Managing vendors and overseeing property managers for homes
9. Interfacing with business/family office

Ideal Candidate Will Have:

1. Exceptional communication skills — both written and verbal
2. A proactive, resourceful, and adaptable approach to problem-solving
3. Outstanding organizational skills with a sharp eye for detail
4. Ability to multitask, prioritize, and pivot as needed
5. Natural leadership and the ability to command respect while remaining approachable
6. A calm and steady demeanor under pressure
7. Comfort with smart home technology and a basic understanding of HVAC systems
8. Tech proficiency — including scheduling tools, task management platforms, and communication apps

This is a fantastic opportunity for a seasoned right hand who enjoys bringing structure, order, and peace of mind to a busy household and lifestyle.

Seniority level

Not Applicable

Employment type

Full-time

Job function

Administrative and Management