Personal Assistant – Multi Property Manager (all genders)

Tasks

Executive & Administrative Support

• Overseeing the residences in Miami and internationally
• Coordinating household staff and external service providers
• Ensuring properties are perfectly prepared ahead of arrivals
• Managing maintenance, repairs, and recurring services
• Maintaining inventories, household supplies, and grocery coordination
• Supervising external vendors and ensuring smooth service execution

Financial & Administrative Oversight

• Managing personal financial and administrative matters with accuracy and discretion
• Overseeing expense tracking, reconciliations, and property-related payments
• Coordinating weekly payments and monitoring ongoing financial commitments
• Maintaining organized records and liaising with accounting teams when needed
• Administering payroll and payments for household staff

Property & Estate Management

• Oversee the coordination and management of various properties
• Ensure smooth and professional collaboration between all departments and service staff
• Lead and manage a team of more than 15 employees, including onboarding and ongoing training to maintain exceptional mint condition standards
• Serve as the key point of contact and communication interface across all locations
• Address staff concerns with empathy and professional judgement
• Coordinate ongoing maintenance and repairs while managing and monitoring the household budget
• Handle administrative tasks such as bookkeeping, expense control, and liaising with external contractors
• Ensure properties are fully prepared prior to Principal´s arrival

Office & Facilities Management

• Keeping the Management Office organized, polished, and guest-ready
• Ensure Principal’s preferred refreshments are stocked when he is present
• Welcoming visitors and ensuring a warm, professional atmosphere
• Managing calls, guest access, and office hospitality

Business & Hospitality Support

• Acting as a key liaison between the Principal, teams, partners, and external stakeholders
• Tracking priorities and ensuring smooth follow-through on projects and initiatives
• Supporting hospitality projects, partnerships, openings, and special events

Travel Coordination & Vehicles + Asset Management

• Coordinating seamless domestic and international travel arrangements
• Preparing detailed, well-structured itineraries
• Aligning schedules across multiple time zones with precision

Art & Special Assets Management

• Assisting the Art Director in the coordination and care of the Founder’s private art collection

Pet Care Coordination

• Coordinating veterinary visits and grooming appointments with care and attention

Coordination of Personal Logistics

• Managing personal deliveries and ensuring smooth household logistics