Family Operations Manager (WFH Setup) | Executive Assistant Role

Job Summary: We are looking for a Personal & Family Operations Manager to run our family's personal and household operations from start to finish. You will manage travel, appointments, health administration, purchases and vendors, and research that leads to a clear recommendation, working directly with the two principals and supporting their children and wider family. We need someone who can take a half-formed request, figure out what is needed, fill in what is missing, and see it through to a result that holds. Key Responsibilities: Research, compare, and book family travel, checking prerequisites, documents, and cancellation terms before confirming

• Manage appointments and family scheduling, including the documents and requirements that are easy to forget until the day
• Handle health administration: providers, insurance eligibility, prerequisites, records, and follow-up
• Manage purchases, vendors, and refunds, chasing every refund until the money arrives
• Deliver research that ends in a decision: clear criteria, compared options, a recommendation, and remaining uncertainty named
• Compare options on all-in cost, find applicable discounts and insurance entitlements, and state the reason when a more expensive option is recommended
• Escalate health, legal, immigration, and large or irreversible spending to the family or the right professional before acting
• Build and maintain your own task system, and send a daily update on what closed, what is stuck, and what needs a decision
• Flag blocked work the same day, with the reason and a proposed next step
• Keep records organized and current so someone else can step in smoothly when you are away
• Mandatory Skills: Proven experience in executive, personal, or family assistance, operations, or coordination with end-to-end ownership of tasks
• Strong research skills, with the discipline to verify prices, eligibility, and requirements directly with the operator, provider, or insurer and cite sources
• Experience booking travel and managing complex

schedule

• s across multiple people
• Sound judgment on when to act independently and when to escalate before acting
• Ability to turn vague requests into clear plans, asking focused questions early with a sensible default alongside each
• High level of discretion and confidentiality when handling health, financial, and personal information
• Strong organizational skills and experience maintaining a personal task management system
• Excellent written English and clear, concise reporting
• Reliable, detail-oriented, and able to work independently
• Strong communication skills
• Preferred Skills: Background in hospitality, concierge, teaching, event coordination, or operations
• Experience handling health insurance claims, provider coordination, or medical administration
• Experience supporting a family or household, including arrangements for children
• Familiarity with task and knowledge tools such as Notion, ClickUp, Asana, or Trello
• Experience with international travel logistics, including visas and travel documentation
• Experience writing SOPs or handover documentation
• Ability to manage multiple projects simultaneously

Why Join Us: This is a stable, long-term role supporting one family, not a rotating list of clients. You will have real autonomy over how you investigate, recommend, and execute, with a mix of recurring responsibilities and varied real-world problems where your impact is visible right away. Responsibility grows as trust and capability are demonstrated.