This senior, trust-first role is the single point of accountability for all household, property, travel, and lifestyle operations across a family's residence(s). The Estate Manager is the person the Principals rely on to make the home run without being asked—anticipating needs, resolving issues before they surface, and maintaining a consistently high standard of care, presentation, and discretion. The position blends executive-level operations with hands-on presence, involving building and maintaining systems that keep the estate running predictably, while remaining a daily physical presence on the property.
Responsibilities
Own daily operations across all residences: opening/closing routines, inspections, cleanliness, presentation, and readiness for family and guest use
Conduct routine property walkthroughs; proactively identify and resolve maintenance, safety, and aesthetic issues before they become disruptions
Build and maintain preventative maintenance schedules for all building systems (HVAC, plumbing, electrical, roofing, pool/water features, landscaping, generators, security)
Maintain readiness of vehicles, equipment, and outbuildings, including service schedules, registrations, and detailing
Handle hands-on upkeep directly where practical— minor repairs, resets, organization, deliveries, seasonal changeovers— rather than routing every task to a vendor
Provide on-call response for property emergencies, coordinating trades, insurance, and remediation with minimal disruption to the family
Source, vet, negotiate, and manage all vendors, contractors, and service providers across trades, grounds, housekeeping services, A/V and technology, pool, pest, security systems, and specialty care
Own service contracts, scopes of work, scheduling, pricing, and quality inspections; hold vendors accountable to standards and renegotiate or replace when they slip
Maintain current insurance certificates, licensing, and background clearance records for every vendor with property access
Schedule and sequence vendor work to minimize disruption to the family, particularly around school schedules, travel, and events
Escort and supervise all outside personnel on property; enforce confidentiality, access, and conduct protocols with every vendor and crew
Build redundancy— a second option for every critical trade — so a single vendor failure never becomes a household emergency
Manage household operating budgets; track and code expenses, reconcile statements, and report to the Principals or family office
Review, approve, and process vendor invoices; validate work performed against scope before payment
Identify cost savings and negotiate contracts without compromising standards
Maintain household purchasing, inventories, and provisioning aligned to the Principals' documented preferences
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Plan and manage domestic and international travel for the Principals and children: itineraries, private and commercial aviation, ground transportation, lodging, and documentation
Maintain passports, visas, Global Entry, and travel records for all family members, tracking expiration dates well in advance
Prepare residences for departure and return; coordinate advance work at destination properties or accommodations
Manage packing, shipping, and logistics of luggage, equipment, and household items in transit
Provide real-time support during travel— schedule changes, delays, and issues resolved remotely
Coordinate vendor access, deliveries, and property security during periods when the family is away
Travel with or ahead of the family as needed for property setup and on-site support
Manage household and family calendars, appointments, and logistics, including coordination around school calendars and children's activities
Plan and execute private events and gatherings—from family celebrations to larger functions—including menus, vendors, décor, and day-of oversight
Provide personal assistant support: errands, purchasing, gifting, appointments, correspondence, returns, and special requests
Ensure the home is set up appropriately for the family and their guests, coordinating property needs tied to the children's activities and schedules
Coordinate care of pets, collections, art, and fine furnishings
Author and maintain a comprehensive household operations manual covering procedures, preferences, vendor contacts, systems documentation, warranties, and emergency protocols
Administer smart home and estate technology (lighting, A/V, climate, irrigation, access control, cameras, networks) and serve as first-line troubleshooting before escalating to integrators
Maintain digital inventories and records for assets, wine, art, equipment, and household goods
Coordinate with monitored alarm services, access control, and camera vendors; manage codes, credentials, and access lists
Enforce access control, guest protocols, and privacy standards across all properties and with every vendor on site
Maintain strict confidentiality regarding the family, their children, their guests, their homes, and their affairs— during and after employment
Exercise sound judgment with sensitive matters and never discuss the Principals' business outside authorized channels
Requirements
8+ years in private service, estate management, luxury hospitality, or comparable high-touch operations, including direct experience serving high-net-worth or ultra-high-net-worth principals
Demonstrated ability to run a household through a vendor network rather than a staff of direct reports
Proven vendor and contractor management, including sourcing, negotiating, and holding service contracts accountable
Experience owning an operating budget with expense tracking and reporting accountability
Experience coordinating complex domestic and international travel for a principal or family
Working knowledge of residential systems (electrical, plumbing, HVAC, structural, landscape)
Comfort with smart home and estate technology (e.g., Lutron, Crestron, Control4, Savant, networked security and A/V)
Experience working in a family home with children, with sound judgment about privacy, safety, and household rhythm
Proficiency with Microsoft 365 and/or Google Workspace
Impeccable professional references, verifiable work history, and successful completion of a comprehensive background check
Valid driver's license with clean driving record; valid passport with ability to travel on short notice
A demonstrated track record of discretion in private households
About the Company
A private family seeks an experienced Estate Manager. This is a family home with school-age and high-school-age children. Confidentiality is a condition of the role, and the Estate Manager will have access to the family's homes, schedules, finances, relationships, and private matters.
