Executive Family Assistant & Estate Manager

Sage Haus•Aspen, CO

12d•$45 - $50•Hybrid

About The Position

The Executive Family Assistant & Estate Manager supports a family of three with the management of their Aspen residence and seasonal Southampton home. The role brings together property oversight, vendor and contractor coordination, household organization and maintenance, meal-preparation support, errands, vehicle upkeep, and family scheduling and travel logistics. The successful candidate will proactively manage household details, build and maintain useful systems, communicate clear updates, and handle responsibilities independently and discreetly. On-site presence is required for property and vendor oversight, while remote administrative work is acceptable. The position is based in Aspen, Colorado, with seasonal travel support and seasonal transitions between Aspen and Southampton, New York. The schedule is Monday through Friday between 9 a.m. and 4 p.m., with flexibility needed for seasonal transitions and occasional travel support. The role is listed at 30–40 hours per week and pays $45–$50 per hour.

Requirements

Previous experience in luxury property or estate management.
Proven experience managing high-end residences and overseeing vendor and contractor relationships.
Ability to travel seasonally, including to Southampton, New York, during summer months.
Maintain a smoke-free and fragrance-free environment.
Reliable transportation.
Authorization to work in the United States.
Discretion, professionalism, and emotional intelligence in a high-end residential environment.
Strong organization, resourcefulness, attention to detail, and ability to manage multiple priorities.
Ability to oversee vendors, coordinate staff, manage maintenance, anticipate needs, solve problems independently, and take ownership through completion.
Proactive communication, follow-through, and ability to work independently without constant direction.
Ability to work comfortably around family members while respecting their time, privacy, and space.
Hands-on approach and ability to assist wherever needed to keep the household running smoothly.

Nice To Haves

Background in project management or private household operations.
Experience with construction or general contractors.
Proficiency with Google Drive and Excel.
Bilingual fluency in English and Spanish.

Responsibilities

Serve as the primary point of contact for vendors and service providers.
Schedule, oversee, and follow up on service appointments.
Solicit and present project quotes, coordinate approvals, and follow through on execution.
Manage relationships with landscapers, pool service, irrigation, general contractors, and other recurring vendors.
Conduct weekly property walk-throughs and proactively identify and resolve issues.
Support an upcoming construction project through note-taking, vendor research, and coordination.
Manage seasonal transitions between residences, including Southampton move-in and move-out logistics, storage coordination, and returning the primary residence to full operation after extended absences.
Maintain organization throughout the home, including the pantry, playroom, closets, and common areas, and uphold systems that are easy to maintain and navigate.
Receive grocery and produce deliveries; wash, chop, and prepare ingredients for family use.
Keep the refrigerator and pantry stocked and organized.
Handle grocery runs, mail, FedEx, and miscellaneous household errands.
Monitor household inventory and restock as needed.
Keep family vehicles clean and fueled, particularly before travel.
Manage scheduling, appointments, calendar coordination, and travel logistics.
Support gifting, event planning, and birthday celebrations.
Provide the family with brief, informative weekly recap communications that do not require a response.