Household Operations and Scheduling Coordinator

HOUSEHOLD OPERATIONS PA & SCHEDULING COORDINATOR
Private Household · Midtown Manhattan · Full Time

POSITION OVERVIEW

Role Title: Household Operations PA and Scheduling Coordinator
Reports To: Senior Executive Personal Assistant (SEPA)
Employment Type: Full-time, live-out

Schedule: Regular Hours are 7:00 AM – 4:00 PM, Monday to Friday; with on-call availability required for any last-minute changes outside the core hours
Compensation: $125-140K; Commensurate with experience; competitive for the right candidate
Benefits: Health Insurance: Employer contribution provided
Start Date: Immediately
Relocation: NO - LOCAL CANDIDATES ONLY

ABOUT THE FAMILY
An active, international British family based in Midtown Manhattan, with properties,
travel commitments, and business interests spanning multiple countries and time zones is seeking a Household Operations PA & Scheduling Coordinator to work as a team with the existing staff.

Life moves fast, the diary is always full, and the logistics are genuinely complex. They have four
children, a full household team, and high expectations of everyone within it, and this is a critical, logistics role for the family.

THE ROLE
The Household Operations & Scheduling Coordinator keeps the family's diary, travel, and
household logistics running. The postholder owns and synchronizes the family’s calendars..
Good planning does most of the work — but diaries change, flights move, and people need
things at short notice. The right candidate is equally comfortable ensuring detailed, well planned evolutions are generated, while handling the curveball when it comes, without losing composure. This is a "crisis management" role and is best suited for someone who is systems-oriented, can think and move on the fly, is quick-witted, operations-focused, and highly detailed!

The role sits within a three-person assistant team and reports to the Senior Executive Personal Assistant (SEPA) , contributing to a function where accuracy and reliability are non-negotiable.

KEY RESPONSIBILITIES

• Own all household calendars — for the principals and their children — keeping them accurate, current, and conflict-free
• Build and confirm multi-leg international itineraries, including charter, hotels, and ground logistics; with the ability to adjust seamlessly when plans change
• Liaise directly with charter operators, hotel concierges, car services, and other providers to make and confirm (and change) bookings as directed by the SEPA
• Prepare clear pre-travel and pre-event packs covering reservations, contacts, timings, and relevant documents
• Coordinate household-wide scheduling — staff rotas, maintenance appointments, and service provider visits
• Manage the paper trail for all bookings and commitments — confirmations, contracts, reservations, insurance renewals — so nothing lapses
• Flag renewals, deadlines, and scheduling conflicts in advance
• Coordinate with the family's team and external stakeholders to ensure service delivery is in place when required
• Support the SEPA and wider assistant team as needed, including temporary cover for the SEPA or Family Assistant

WHAT WE ARE LOOKING FOR Someone who takes genuine ownership of a busy, moving schedule — methodical by default, responsive when it matters.

Candidates should be:

• Experienced in scheduling, coordination, or logistics within UHNWI private service, luxury
  hospitality, events, or executive travel
• Exceptionally organized, with a low tolerance for error and a strong eye for detail
• Confident coordinating private aviation, luxury travel, and concierge-level logistics
• Calm and solutions-focused under pressure, able to handle last-minute changes without
  fuss
• A clear, professional communicator, comfortable liaising with providers and household
  contacts on the family's behalf
• Proficient with calendar tools and a capable Excel user
• Discreet and trustworthy, with an instinctive respect for privacy and confidentiality
• A NYC resident, legally authorized to work in the U.S.

POSITION REQUIREMENTS

• Detailed Scheduling, Operations or Logistics experience, preferably for UHNW clients in a private and/or Family Office setting or high-end, luxury hotel

• Excellent verifiable references

• Legally authorized to work in the United States

• Valid driver’s license with a clean driving record

• Current, valid U.S. passport and ability to travel internationally

• Comfortable working within a team