Job Description

Candidates must be based in or near Midcoast Maine.

A small, values-driven family office is seeking a warm, proactive, and detail-oriented Family Office & Personal Assistant to provide high-touch administrative and lifestyle support to a senior family principal. This is an exceptional opportunity for someone who finds fulfillment in helping others and excels at anticipating needs, solving problems, and creating seamless day-to-day experiences.

This is a hybrid position (several in-office days per month), with regular in-state travel (Maine) and occasional out-of-state travel to remain closely connected with the principal and household teams.

What You’ll Do

Reporting to the Chief of Staff and working closely with the principal, you’ll support a variety of personal and professional needs with grace, discretion, and efficiency. You’ll serve as a key team member, ensuring plans run smoothly, priorities stay aligned, and no detail is overlooked.

Key responsibilities include:

Administrative & Executive Support

• Manage the principal’s calendar and coordinate scheduling across multiple commitments.
• Prepare agendas and background materials for meetings, nonprofit board activities, and events.
• Monitor and triage email inboxes, flagging urgent items and keeping folders organized.
• Liaise with household staff and vendors to support the operations of multiple residences.
• Maintain and share daily schedules and weekly “look-ahead” planning overviews.
• Place, track, and manage online orders and returns.
• Handle last-minute requests and run local errands as needed.

Travel & Lifestyle Coordination

• Plan complex travel (including private aviation and accommodations) and prepare detailed itineraries.
• Monitor real-time travel and adjust plans as needed.
• Schedule personal appointments and coordinate with medical offices and service providers.
• Support household logistics across four properties—tracking maintenance, caretakers, and seasonal needs.
• Assist with special projects and high-profile events, often with tight timelines.

Collaboration & Communication

• Act as a trusted liaison between the principal and household staff, nonprofit partners, vendors, and community members.
• Maintain open and consistent communication with the Chief of Staff to align priorities.
• Proactively flag issues, offer solutions, and take initiative to move things forward.

Who You Are

• A natural helper with a warm, approachable presence and strong emotional intelligence.
• Highly organized , detail-driven, and skilled at juggling competing priorities.
• Genuinely service-minded , discreet, and grounded—with a “no task too small” attitude.
• An independent self-starter who thrives in dynamic, behind-the-scenes roles.
• Tech-savvy , with strong written and verbal communication skills.
• Aligned with the family’s values, including a love of nature and commitment to land conservation.

Qualifications

• Bachelor’s degree and 2–3+ years of administrative, operations, or executive assistant experience .
• Proven ability to manage complex calendars, logistics, and travel planning .
• Strong communication skills and a high degree of professionalism.
• Familiarity with G Suite, MS Office, Zoom , and other tools.
• Valid driver’s license and ability to travel within Maine and occasionally out of state.
• Comfortable around pets (no allergies).
• COVID-19 vaccination and background check required.
• Experience in conservation, sustainability, or nonprofit environments is a plus.

Compensation & Benefits

Salary is range is $70,000 - $85,000, commensurate with experience and includes an excellent benefits package .

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