Personal Assistant/Estate Manager

Hudson Gate Partners; New York (NY); On-site; USD 180,000 - 240,000; Full time

Job summary

Hudson Gate Partners is seeking an exceptional Personal Assistant and Estate Manager to oversee the principal’s day-to-day personal affairs, four private residences, and lifestyle needs. The role requires discretion and the ability to anticipate needs in a sophisticated UHNW environment.

You will coordinate travel, manage households, art collections, and staff while maintaining confidentiality. Travel to multiple residences and private aircraft logistics are core aspects of the position.

Qualifications

• 5-8+ years of experience supporting UHNW individuals or private estates.
• Experience managing multiple residences and complex household operations.
• Strong Personal Assistant and Estate Management background.
• Experience working with art collections and luxury assets is preferred.
• Experience with private aviation and international travel is a plus.

Responsibilities

• Serve as day-to-day liaison for the principal and manage a complex personal calendar.
• Coordinate travel, itineraries, reservations, and logistics across residences.
• Oversee four private residences, staff, services, and property maintenance.
• Manage art and instrument collections, galleries, appraisers, and storage.
• Coordinate with pilots, aviation vendors, and ground transportation.
• Plan private events, guest logistics, and special arrangements with discretion.

Skills

Personal Assistant & Estate Management

Property & Staff Management

Discretion & Confidentiality

Travel Coordination

Art & Collections Handling

Private Aviation Knowledge

Communication Skills

Organizational Skills

Project Management

Microsoft Office

Job description

Our client is seeking a Personal Assistant/Estate Manager for an UHNW couple, MUST be able to travel to various homes.

Position Overview

An ultra-high-net-worth individual is seeking an exceptional Personal Assistant / Estate Manager to oversee the day-to-day management of the principal’s personal affairs, multiple residences, household staff, collections, travel, and lifestyle needs.

The principal maintains four private residences, a private aircraft, extensive art and instrument collections, multiple vehicles, and a significant household staff. This individual will serve as a trusted and highly capable right hand to the principal, ensuring that all aspects of the principal’s personal and residential life are organized, maintained, and executed to the highest possible standard.

The ideal candidate will be polished, discreet, highly organized, resourceful, and comfortable operating in a sophisticated UHNW environment. This person must be able to anticipate needs, manage multiple priorities simultaneously, and work independently while maintaining absolute confidentiality.

Key Responsibilities

Personal Assistance & Principal Support

• Serve as a trusted point of contact and day-to-day liaison for the principal.
• Manage a complex personal calendar, appointments, commitments, and changing priorities.
• Coordinate personal travel, itineraries, transportation, reservations, and logistics.
• Anticipate the principal’s needs and proactively resolve issues before they become problems.
• Coordinate personal purchases, gifts, appointments, events, and special requests.
• Maintain the highest level of discretion and confidentiality regarding all personal and family matters.
• Interface professionally with advisors, vendors, household employees, service providers, assistants, and other trusted contacts.
• Oversee the day-to-day operations of four private residences.
• Ensure each property is properly maintained, staffed, stocked, secure, and prepared for the principal and guests.
• Coordinate preventative maintenance, repairs, renovations, landscaping, housekeeping, security, technology, and other property-related services.
• Develop and maintain property schedules, checklists, procedures, inventories, and operating standards.
• Conduct regular property inspections and ensure all homes are maintained to the principal’s expectations.
• Coordinate opening and closing of residences and prepare properties for arrivals and departures.
• Manage relationships with contractors, tradespeople, designers, property managers, and other outside vendors.
• Track projects, budgets, invoices, warranties, service agreements, and ongoing property needs.

Art & Instrument Collections

• Assist with the management and care of the principal’s art and instrument collections.
• Coordinate with galleries, dealers, conservators, appraisers, storage facilities, technicians, and other specialists.
• Maintain accurate records, inventories, documentation, and insurance information.
• Coordinate transportation, installation, maintenance, restoration, and storage of collection pieces.
• Ensure appropriate security, environmental controls, and handling procedures are followed.
• Coordinate special exhibitions, deliveries, acquisitions, or collection-related projects as needed.

Private Aircraft & Transportation

• Coordinate personal travel involving the principal’s private aircraft.
• Liaise with pilots, flight departments, aviation vendors, FBOs, and ground transportation providers.
• Ensure travel logistics are seamless across multiple residences and destinations.
• Oversee household vehicles and coordinate servicing, detailing, registration, insurance, and maintenance.
• Maintain records and schedules for vehicles and other personal assets.

Lifestyle & Guest Management

• Coordinate private events, dinners, parties, family gatherings, and special occasions.
• Ensure residences are fully prepared for guests and visiting family members.
• Arrange dining, entertainment, transportation, activities, and other personal experiences.
• Coordinate special requests and last-minute arrangements with discretion and professionalism.
• Maintain relationships with high-end service providers and vendors.

Qualifications

• 5-8+ years of experience supporting a UHNW individual, family, family office, private estate, or similarly demanding environment.
• Demonstrated experience managing multiple residences and complex household operations.
• Strong Personal Assistant and Estate Management experience.
• Experience managing household staff and outside vendors.
• Experience working with art collections, specialty collections, luxury assets, or similarly valuable personal property preferred.
• Familiarity with private aviation and complex domestic and international travel preferred.
• Exceptional organizational and project-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and remain calm under pressure.
• Strong attention to detail and a proactive, solutions-oriented approach.
• Ability to anticipate needs rather than simply respond to requests.
• High emotional intelligence and excellent interpersonal skills.
• Absolute discretion and commitment to confidentiality.
• Strong technology skills, including Microsoft Office and household/property management systems.
• Ability and willingness to travel as required.
• Valid driver's license and clean driving record.