Household Staffing is hiring: Executive Assistant in Philadelphia

Position: Executive Assistant & Lifestyle Manager (Personal Assistant)
Location: Chestnut Hill, PA
Schedule: Full-Time | Hybrid (Combination of On-Site and Remote Work)
Compensation: $85,000-$100,000 per year + bonus potential
Start Date: As soon as possible
Overview

A prominent individual and family based in Chestnut Hill, PA is seeking a highly capable, discreet, and resourceful Executive Assistant & Lifestyle Manager to provide direct support in managing a dynamic professional and personal life.

This role is ideal for someone who is tech-savvy, exceptionally organized, and comfortable balancing both business and household responsibilities. You will support a busy executive with two young children and a range of professional, philanthropic, and family commitments.

The position offers a hybrid schedule-some days working from home and others providing in-person support at the family residence in Chestnut Hill.
Key Responsibilities
1. Executive Support

• Provide proactive, high-level administrative assistance to the principal.
• Manage complex calendars, appointments, and travel schedules.
• Prioritize and triage email communications; draft and respond to correspondence as needed.
• Maintain and organize contact databases (CRM), master task lists, and confidential records.
• Assist with meeting preparation, research, presentations, and special projects.
• Plan and coordinate events such as professional dinners, family gatherings, and philanthropic functions.
• Serve as liaison with vendors, contractors, and professional partners.

2. Personal & Household Management

• Oversee household operations and coordinate upkeep across multiple residences.
• Schedule and supervise vendors for maintenance, cleaning, landscaping, and repairs.
• Maintain seasonal home checklists and detailed service logs.
• Handle personal errands, purchases, and reminders for the family.
• Support organization of school forms, family calendars, and travel logistics.

3. Financial & Administrative Coordination

• Process and reconcile household and personal invoices and payments.
• Work closely with accounting and tax professionals on expense tracking, budgeting, and reporting.
• Maintain detailed spreadsheets and annual summaries for planning and audits.
• Assist with insurance, healthcare, and property documentation.

4. Travel & Vehicle Coordination

• Research and book domestic and international travel, accommodations, and itineraries.
• Coordinate ground transportation and manage vehicle maintenance and registration.

5. Philanthropy & Special Projects

• Track charitable donations and prepare reports for tax and financial purposes.
• Assist with nonprofit involvement and event planning as needed.

Qualifications

• 5+ years of experience as an Executive Assistant or Personal Assistant, ideally supporting UHNW individuals, family offices, or senior executives.
• Extremely tech-savvy - proficient in productivity tools, cloud systems, CRMs, and AI-based platforms (experience with ChatGPT or automation tools is a plus).
• Exceptional organizational and multitasking abilities; strong initiative and judgment.
• Discreet, trustworthy, and emotionally intelligent in handling confidential matters.
• Strong written and verbal communication skills.
• Financially literate and comfortable coordinating with accountants or financial managers.
• Ability to balance remote work with on-site family support in Chestnut Hill.
• Flexibility for occasional travel or evening/weekend coordination as needed.

Compensation & Benefits

• Salary: $85,000-$100,000 annually (commensurate with experience)
• Performance-based bonus potential
• Comprehensive benefits package
• Professional development opportunities in executive support, real estate, and wealth management