What are the responsibilities and job description for the Personal Assistant position at The Grapevine Agency?
Executive Personal Assistant / Estate Manager
Location: Soho, NYC (with light oversight of homes in the Tri-State area)
Schedule: 9am – 5pm with ability for flex as needed for events etc.
Available for text and calls for urgent matters
Salary: Open for salary as long as reflective of the experience – plus benefits and vacations (based on timing that works for the family)
A dynamic and fast-paced private household based in Soho is seeking a highly organized and proactive Executive Personal Assistant / Estate Manager to streamline and manage the principal’s personal and household operations. This role is ideal for a confident, tech-savvy, and hands-on individual who thrives in a multitasking environment and brings a calm, solutions-oriented mindset to every task. Must be available for an urgent issue. Will work with nanny, housekeeper and driver. Seeking a long-term person. Please be family friendly for older kids
Key Responsibilities:
Manage and coordinate all scheduling, personal appointments, and calendar management
Scheduling for all needs for kids
Handle personal shopping, gifting, errands, and returns
Oversee and support household staff, ensuring SOPs are maintained
Coordinate and supervise home projects and vendors across multiple properties
Ensure seamless day-to-day operations across all residences (minimal travel required)
Provide occasional support for events and gatherings
Managing vendors and overseeing property managers for homes
Overseeing staff needs
Interfacing with business/family office
Ideal Candidate Will Have:
Exceptional communication skills — both written and verbal
A proactive, resourceful, and adaptable approach to problem-solving
Outstanding organizational skills with a sharp eye for detail
Ability to multitask, prioritize, and pivot as needed
Natural leadership and the ability to command respect while remaining approachable
A calm and steady demeanor under pressure
Comfort with smart home technology and a basic understanding of HVAC systems
Tech proficiency — including scheduling tools, task management platforms, and communication apps
This is a fantastic opportunity for a seasoned right hand who enjoys bringing structure, order, and peace of mind to a busy household and lifestyle.
