Executive Family Assistant & Estate Manager

Sage Haus•Aspen, CO

11d•Hybrid

About The Position

The Executive Family Assistant & Estate Manager supports a family of three and manages day-to-day household operations across residences in Aspen, Colorado, and Southampton, New York. The role brings together vendor and contractor oversight, property maintenance, household organization, seasonal transitions, meal-preparation support, errands, vehicle upkeep, and family logistics. The position requires on-site presence for property and vendor oversight, while remote administrative work is acceptable. The schedule is Monday through Friday between 9 a.m. and 4 p.m., for 30–40 hours per week, with flexibility for seasonal transitions and occasional travel support. Compensation is $45–$50 per hour, and the stated start date is ASAP. The successful candidate is expected to take ownership of household details, anticipate needs, solve problems independently, and communicate proactively with the family. They will work around family members who may be home during the day, respecting their privacy and space, while maintaining positive, professional relationships with vendors and household staff. The role also involves supporting an upcoming construction project and coordinating seasonal moves between Aspen and Southampton.

Requirements

Previous experience in luxury property or estate management.
Proven experience managing high-end residences and overseeing vendor and contractor relationships.
Background in luxury property management, project management, or private household operations.
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.
Strong organization, resourcefulness, attention to detail, and ability to manage multiple priorities.
Discretion, professionalism, and emotional intelligence in a high-end residential environment.
Ability to take ownership, anticipate needs, solve problems independently, and work without constant direction.
Proactive communication and follow-through.
Comfort building systems, maintaining organized spaces, managing household logistics, and holding vendors and staff accountable while maintaining professional relationships.
Ability to work comfortably around family members who may be home during the day while respecting their time, privacy, and space.
Hands-on, solutions-oriented approach and willingness to assist wherever needed.

Nice To Haves

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 providers, irrigation vendors, 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 restoring the primary residence after extended absences.
Maintain consistent 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 other 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.