Executive Family Assistant- Chadds Ford PA

Position: Full-Time, Live-Out Executive Family Assistant

Location: Chadds Ford, PA

Schedule: Monday–Friday, 8:00 AM–4:00 PM (flexible to 9:00 AM–5:00 PM) | Hybrid (some remote work available)

Compensation: $70,000–$90,000/year + Health Benefits + PTO & Paid Holidays

Duration: Long-term, with a strong preference for a lasting fit

Start Date: Flexible / ASAP

About the Family

A dynamic, high-performing family based in Chadds Ford, PA is seeking an experienced and highly organized Executive Family Assistant to support both personal and professional aspects of their lives. The household is fast-paced, with multiple children, pets, and an active calendar of social, business, and travel commitments.

The ideal candidate will be proactive, detail-oriented, and capable of managing a wide range of responsibilities with discretion and efficiency. This role blends executive assistant duties with household and family support, requiring someone who thrives in a multifaceted position and enjoys being a true right-hand.

Responsibilities

Executive & Administrative Support

• Manage and maintain a highly dynamic calendar, ensuring scheduling accuracy across business and personal commitments.
• Coordinate meetings, interviews, sponsorships, and media opportunities.
• Handle expense tracking and upload receipts into designated systems.
• Liaise with IT and vendors to troubleshoot technical or operational issues.
• Provide daily and weekly summaries of completed tasks, ongoing projects, and pending items.

Family & Lifestyle Management

• Coordinate children’s schedules, including school events, extracurriculars, sports registrations, and activities.
• Monitor school communications and ensure nothing is missed.
• Plan and organize family activities, outings, and seasonal events.
• Assist with children’s needs such as clothing organization, supplies, and event preparation.

Event & Travel Planning

• Plan and execute family events, birthday parties, and holiday gatherings.
• Source vendors such as caterers, rentals (bounce houses, entertainment), and venues.
• Coordinate all travel logistics including flights, accommodations, transportation, and itineraries.
• Arrange tickets for events, concerts, and experiences, ensuring seamless execution.

Household Management

• Oversee home maintenance and coordinate with vendors (cleaners, landscapers, HVAC, pool services, etc.).
• Schedule repairs, renovations, and routine upkeep.
• Manage deliveries, returns, exchanges, and household inventory.
• Assist with occasional in-person tasks such as organizing, mail handling, and light oversight of the home.

Health & Personal Scheduling

• Coordinate medical appointments, fitness activities, and wellness routines.
• Schedule ongoing treatments, check-ups, and personal services.
• Ensure continuity of recurring needs such as prescriptions and supplements.

Pets & Miscellaneous Support

• Coordinate pet care including vet appointments, medications, and supplies.
• Assist with travel-related pet logistics when needed.
• Handle ad hoc personal assistant tasks, errands, and special requests.

Gifting & Holidays

• Source and purchase gifts for holidays, birthdays, and special occasions.
• Manage holiday planning including cards, events, and seasonal activities.
• Proactively track important dates and ensure thoughtful recognition.

Ideal Candidate & Personality

The ideal candidate is highly proactive, resourceful, and thrives in a fast-paced environment. They are a natural problem solver who anticipates needs before they arise and takes ownership of their responsibilities. Strong communication skills, emotional intelligence, and discretion are essential.

This individual should be equally comfortable handling executive-level tasks and hands-on household coordination. A positive attitude, flexibility, and a long-term mindset are key to success in this role.

Requirements

• Prior experience as an Executive Assistant, Personal Assistant, or Family Assistant in a private household or similar environment
• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• High level of discretion and professionalism
• Tech-savvy and comfortable with scheduling tools, apps, and systems
• Valid driver’s license and reliable transportation
• Comfortable working in a hybrid environment (remote + occasional in-person)
• Comfortable with children and pets