Personal Assistant to UHNW

The Grapevine Agency; Los Angeles (CA); On-site; USD 120,000 - 180,000; Full time

Benefits offered by this job

Full benefits

Job summary

The Grapevine Agency is seeking an Executive & Family Assistant to support a private family in Los Angeles. The role combines high-level executive assistance with hands-on family support across schedules, personal affairs, household operations, and multiple residences.

Ideal candidates are polished, organized, and proactive, comfortable onsite at LA properties, and able to coordinate with a trusted East Coast team. This position requires discretion, ownership, and strong communication skills.

Qualifications

• 5-7+ years of experience in high-level support roles.
• Experience supporting a high-net-worth or ultra-high-net-worth family preferred.
• Exceptional calendar management and organizational skills.
• Polished, discreet, professional demeanor.
• Proactive, ownership mindset with follow-through.
• Hands-on approach at family properties and projects.
• Experience coordinating household staff, vendors, and property upkeep.
• Excellent written and verbal communication; tech-savvy with Apple products.

Responsibilities

• Manage complex calendars for principals and family across personal and professional commitments.
• Maintain dates, times, appointments, and logistics with high accuracy; foresee conflicts.
• Coordinate personal and professional schedules with external assistants as needed.
• Arrange children's activities, travel, reservations, and family commitments.
• Assist with personal errands, research, gifts, and important family records.
• Maintain passports, licenses, Global Entry, and related docs.
• Serve as primary contact for household staff, vendors, and service providers.
• Conduct weekly walkthroughs of LA properties and identify maintenance needs.
• Meet vendors, oversee work, ensure timely completion of projects.
• Keep homes operational, stocked, and prepared during travel.
• Coordinate household staff payroll, onboarding, and scheduling.
• Oversee property maintenance, systems, repairs, and renovations.
• Communicate with East Coast property manager to ensure continuity.
• Coordinate family travel, including private aviation and flights; accommodations and transport.
• Occasionally travel to secondary residences for family or property needs.
• Assist with personal bills, reimbursements, and records.
• Troubleshoot basic tech, especially Apple products and smart-home systems.
• Support charitable activities and events; manage art records.

Skills

Calendar management

Executive support

Travel logistics

Vendor management

Household operations

Property oversight

Tools

Apple devices

Digital calendars

Smart-home tech

Job description

Executive Assistant / Family Assistant to Private Family

Schedule: Full-Time, Monday-Friday, with flexibility as needed

Travel: Primarily Los Angeles-based with occasional travel to New York/East Hampton

Compensation: DOE + Full Benefits

Start Date: Ideally Mid-to-Late October

A sophisticated private family is seeking an exceptional Executive Assistant / Family Assistant to provide high-level support across family schedules, personal affairs, household operations, and multiple residences.

This role is ideal for a polished, intelligent, highly organized professional who combines the administrative and calendar-management strengths of an Executive Assistant with the hands-on approach of an experienced Family Assistant. The successful candidate will move seamlessly between complex scheduling, personal support, household staff coordination, property oversight, vendor management, travel logistics, and special projects.

The family is looking for someone who takes genuine ownership and follows responsibilities through to completion. This individual should be comfortable being physically present at the family's Los Angeles properties, conducting regular walkthroughs, meeting vendors, overseeing projects, and ensuring nothing falls through the cracks.

The family also maintains three East Coast properties, which are overseen by an established team member. This position will work closely with that individual while taking primary responsibility for supporting the family's Los Angeles operations.

Executive & Family Support

• Manage complex calendars for the principals and family, including personal, business, school, social, and extracurricular commitments.
• Maintain exceptional accuracy with dates, times, appointments, and logistics while proactively identifying conflicts.
• Liaise with the principals' business Executive Assistants to coordinate personal and professional schedules.
• Coordinate children's activities, camps, registrations, appointments, and family commitments.
• Assist with personal errands, reservations, gifting, research, special projects, and important family records.
• Maintain passports, driver's licenses, Global Entry, and other important documentation.

Household & Property Oversight

• Serve as a primary point of contact for household staff, vendors, contractors, and service providers.
• Conduct weekly walkthroughs of the Los Angeles properties and proactively identify maintenance needs, outstanding projects, and household issues.
• Personally meet vendors when needed, oversee work, and ensure projects and repairs are completed properly and on time.
• Keep the homes fully operational, maintained, stocked, and prepared, particularly while the family is traveling.
• Coordinate household staff schedules, payroll, onboarding/offboarding, and hiring needs.
• Oversee property maintenance, household systems, repairs, renovations, vehicles, and smart-home technology.
• Communicate regularly with the individual overseeing the family's three East Coast properties to ensure continuity across residences.

Travel & Personal Administration

• Coordinate family travel, including private aviation, commercial flights, accommodations, ground transportation, drivers, restaurants, and activities.
• Occasionally travel to secondary residences to assist with family or property needs.
• Assist with personal bills, wires, credit card reconciliation, healthcare claims, reimbursements, and household records.
• Troubleshoot basic household and personal technology, particularly Apple products and smart-home systems.
• Assist with charitable organizations, fundraising initiatives, events, and occasional special projects.
• Help maintain records related to the family's fine art collection, including acquisitions, appraisals, insurance, and related documentation.

Ideal Candidate

• 5-7+ years of experience as an Executive Assistant, Personal Assistant, Family Assistant, Household Manager, or similar high-level support role.
• Prior experience supporting a high-net-worth or ultra-high-net-worth family strongly preferred.
• Exceptional calendar management and organizational skills with meticulous attention to detail.
• Intelligent, polished, thoughtful, discreet, and highly professional.
• Proactive and anticipatory with the ability to think several steps ahead.
• Strong sense of ownership, accountability, and follow-through.
• Comfortable being hands-on and present at the family's properties, including personally meeting vendors and overseeing projects.
• Experienced coordinating household staff, vendors, contractors, and property maintenance.
• Excellent written and verbal communication skills.
• Tech-savvy and comfortable with Apple products, digital calendars, and household technology.
• Resourceful, adaptable, and calm under pressure with strong problem-solving skills.
• Familiarity with luxury travel, private aviation, fine dining, and/or fine art is a plus.

Some flexibility outside standard business hours and occasional travel will be required based on the family's needs.

This is an excellent opportunity for an accomplished private-service professional who takes pride in being the person a family can truly rely upon. The right candidate will bring exceptional attention to detail, sound judgment, accountability, and follow-through while ensuring the family's personal and household operations run seamlessly.