Job Description

A confidential private family is seeking a highly organized and proactive professional to oversee the administrative management of multiple residences and provide direct support to the principals in a personal assistant capacity. This position requires exceptional attention to detail, discretion, and the ability to manage operations seamlessly. This is a unique opportunity for a skilled professional to join a respectful and well-run private estate environment. If you are a proactive problem solver with a background in estate administration and executive support, we invite you to apply.

Key Responsibilities:

• Provide multi-estate administration, overseeing the maintenance and operations of multiple private residences, ensuring all systems function efficiently with external vendor contacts.
• Create, maintain and update property records across paper and electronic filing systems and track scheduled maintenance needs.
• Serve as the primary contact with vendors, negotiating and managing relationships with professionalism.
• Manage estate budgets, track expenses, and generate reports related to property maintenance.
• Supervise remodeling projects and oversee tenant relations for applicable properties.
• Provide light accounting support, including expense reporting and invoice tracking.
• Provide direct support to the principals, assisting with scheduling, travel arrangements, and personal project management and research.
• Coordinate professional engagements, event logistics, and correspondence with external contacts.
• Maintain confidentiality and discretion in handling sensitive family matters and documentation.

Why You’ll Love Working Here:

• Compassionate, driven, and respected family office environment.
• Offers strong work/life balance.
• This role may present the opportunity for light travel.

What We’re Looking For:

• Experienced and resourceful. Bachelor’s degree in hand with at least five years of relevant experience in property management, estate operations, or personal assistance.
• Highly organized. Exceptional administrative and project management skills with proficiency in MS Office and numbers-driven systems.
• Discreet. Demonstrated ability to manage confidential matters with integrity.
• Onsite. Ability to work onsite Monday-Friday.
• Numbers-oriented. You have strong financial acumen with experience managing budgets, tracking expenses, and ensuring cost efficiency.

Essential to Hawthorne Lane’s success is our ability to attract talent from a range of backgrounds. Our network reflects the diverse community around us, and we believe in a workplace where everyone feels valued and empowered to succeed. Applicants will not be discriminated against on the basis of race, color, creed, religion, sex, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.

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