[Hiring] Personal & Family Operations Executive Assistant @Somewhere

Role Description

Our client is seeking an exceptionally resourceful, proactive, and independent Personal & Family Operations Executive Assistant to own the administrative layer of her household—taking full ownership of logistics, vendor coordination, research, and scheduling so she can focus on high-priority family and business goals.

This is not a traditional business Virtual Assistant or data-entry role. It is a high-trust, high-autonomy "Lifestyle & Family Operations Manager" position designed for a sharp, mature problem-solver who excels at taking ambiguous requests and turning them into completed outcomes without needing step-by-step SOPs.

When our client says, "Harper needs voice lessons," or "We need to get an appointment with a specialist," your job is to independently research the options, evaluate location, cost, availability, and reviews, present a concise recommendation, coordinate logistics, and close the loop.

Key Responsibilities

• Personal & Family Administration: Own outstanding family tasks, deadlines, registrations, appointments, and routine follow-ups; proactively chase open items until fully resolved.
• Healthcare & Appointment Coordination: Contact medical offices, specialists, and clinics on the family’s behalf; manage waitlists, referrals, and paperwork; navigate healthcare portals while strictly maintaining confidentiality (HIPAA compliance).
• Travel Planning & Concierge: Research and book flights, hotels, rental cars, restaurants, and family itineraries; coordinate confirmations, changes, and travel-related logistics.
• Children’s Activities & Family Logistics: Research and register for extracurricular activities, sports, camps, lessons, and homeschool administrative commitments; balance complex, competing multi-child schedules.
• Household Operations & Purchasing: Assist with meal planning, grocery orders, online purchases, returns, exchanges, vendor coordination (contractors, handymen, home services), and household projects.
• High-Level Research & Solution Recommendations: Synthesize complex choices (e.g., finding local service providers, specialized equipment, or travel options) into clear, actionable recommendations rather than raw link dumps.

Qualifications

• Must-Have Qualifications:
• Proven Experience: 3+ years as a Personal Assistant, Executive Assistant, Lifestyle Manager, Family Assistant, or Household Operations Manager supporting high-responsibility executives, founders, or large families.
• Flawless Spoken & Written English: Excellent verbal communication and phone confidence when speaking with U.S.-based medical offices, schools, vendors, and service providers.
• High-Autonomy Problem Solver: Thrives in environments without rigid checklists or SOPs; naturally curious, proactive, and comfortable with ambiguity.
• Exceptional Organizational Rigor: Relentless attention to detail with zero tolerance for missed deadlines or unreturned calls.
• Discretion & Privacy: Complete integrity and maturity when handling sensitive personal, financial, and healthcare information.
• Time Zone Alignment: Willingness and ability to work regularly during U.S. Eastern Time afternoons (approx. 12:00 PM – 5:00 PM EST).

Requirements

• Preferred Qualifications:
• Experience managing medical/healthcare appointments and patient portals.
• Background supporting families with multiple children, homeschooling, or complex activity schedules.
• Experience with family travel booking, personal purchasing, and vendor oversight.

What Success Looks Like

• First 30 Days: Develop a clear mental model of the family's preferences, routines, and priorities; establish a reliable tracking system for open items.
• First 90 Days: The client experiences a dramatic drop in cognitive load—handing off tasks with total confidence that they will be thoroughly researched, executed, and closed out without needing reminders.