Family Office & Personal Assistant (Based in Maine)

Candidates must be based in or near Midcoast Maine. A small, values-driven family office is seeking a warm, proactive, and detail-oriented 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 primarily remote position, but requires 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. Apply tot his job Apply To this Job