Old State Staffing · 2 days ago
Executive Personal Assistant / Estate Manager
Washington, DC
Full-time
Onsite
Senior Level
7+ years expOld State Staffing is a leading referral agency for household and executive support roles. They are seeking an experienced Executive Personal Assistant / Estate Manager to support a principal in managing her home, projects, and personal affairs while also overseeing property and vendor management across multiple residences.
Staffing & Recruiting
Responsibilities
Partner closely with the principal in a shared workspace and maintain a calm, professional presence throughout the day
Professionally represent and interface with the principal’s family, friends and colleagues at all times
Support the management of her calendar, coordinating meetings and logistics at her request
Maintain and update contact lists, emergency contacts, and key information repositories
Prepare written updates and summaries, using the principal’s preferred structure
Draft correspondence, notes, and written materials with excellent penmanship and attention to detail
Review, route, and track bill pay and expenses in coordination with the principal’s wealth manager
Handle mail, scanning, filing, photocopying, document organization, and other administrative tasks
Support research, archives, writing projects, and other special initiatives
Assist with the operational buildout of her foundation and help coordinate fundraising and philanthropic activity
Maintain oversight of the DC residence, ensuring that household staff and vendors meet the principal’s expectations
Coordinate directly with the houseman and housekeepers, providing leadership and structure while respecting existing relationships/workflows
Manage property calendars, maintenance schedules, punch lists, warranties, contracts, and household documentation
Liaise with service providers and contractors at all properties, ensuring accurate communication and follow through
Source, vet, schedule, and supervise vendors as needed, securing competitive bids and monitoring performance
Maintain property files, budget documents, maintenance logs, and renovation records
Support landscaping and grounds programs as needed, coordinating mowing, pruning, seasonal changes, irrigation, and pool or hot tub maintenance
Advance properties as necessary to prepare for the principal’s and/or guests’ arrival
Monitor safety procedures and security systems and communicate all relevant updates to the principal
Support ongoing special projects, storage inventory, and organizational improvements across properties
Qualification
Required
7-10 years of relevant experience supporting a private principal or family in a high touch environment
Strong administrative foundation, including document management and digital/paper filing
Excellent written communication skills and neat penmanship (sample expected)
High proficiency with Apple products, iCal, spreadsheets, and general home office technology
Experience managing household staff and multiple vendors with confidence and tact
Comfort working in close physical proximity to a principal each day
Ability to maintain strict confidentiality, discretion, and a need-to-know mindset
Professional polish, sound judgment, and the ability to work steadily alongside a strong personality
Preferred
Spanish speaking is a plus for communicating with staff and vendors
Excellent references and a history of longevity in past positions required
Benefits
Annual performance bonus opportunity
Health insurance provided with full employee coverage
13 paid holidays each year
10 days paid time off (PTO)
Company
Old State Staffing
Old State Staffing is the Mid-Atlantic’s leading referral agency for hiring private staff, including household staff, family and childcare workers, executive and personal support, and family office personnel.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase