Family Personal Assistant (Private Household)

Location: Calgary, AB

Position Type: Full-time, on-site with some flexibility

Hours: 40 hours per week; schedule will vary with evening and weekend hours as required

Industry: Private Family Office / Household

Our client, a prominent, Calgary family, is seeking an experienced Family Personal Assistant to provide comprehensive personal, administrative, and household support. The successful candidate will operate with a high degree of discretion, professionalism, and autonomy while managing a wide range of responsibilities in a dynamic private office and household environment.

About the Role

The Family Personal Assistant (FPA) will support the family’s day-to-day life, properties, and lifestyle logistics, including being required to travel occasionally out of Country with the family. This includes calendar and travel coordination, household and property administration, vendor and staff liaison, expense tracking, event support, and personal errands. The ideal candidate is proactive, resourceful, highly detail-oriented, and comfortable handling sensitive information with the utmost confidentiality.

What You’ll Be Doing:

Personal & Administrative Support

• Manage and coordinate family calendars, appointments, meetings, and personal schedules.
• Arrange personal and business travel, including itineraries, accommodations, transportation, and related logistics, including acting as liaison with aviation partners.
• Coordinate reservations, tickets, invitations, and special events as requested.
• Provide coordination for mobile phone and household technology support.
• Draft and manage correspondence on behalf of the family.
• Maintain family memberships, subscriptions, and loyalty programs.
• Assist with personal shopping and errands as required.
• Some travel will be required throughout the year.

Document & Information Management

• Maintain organized and secure digital and physical filing systems.
• Manage family databases and electronic document storage systems (e.g., Dropbox).
• Maintain records and inventories related to art, wine, vehicles, and family archives in collaboration with office administration.
• Coordinate renewals and maintain secure copies of passports, driver’s licenses, birth certificates, and other vital documents.
• Track and organize household bills, receipts, and expense documentation.
• Support secure management of online account access and credentials according to established protocols.

Household & Staff Coordination

• Coordinate household schedules, including vacation planning and cross-family calendar alignment.
• Assist with oversight and coordination of household service providers (e.g., housekeeper, landscaper, gardener, handyman, trades).
• Review and reconcile household-related expenses and credit card charges.
• Prepare and maintain expense reports and related documentation.
• Coordinate smart home technology and IT support requests for the household.
• Support day-to-day household operations and administrative needs.

Property Management Support

• Liaise with property management companies on household and property matters.
• Coordinate maintenance schedules and maintain records for all household and U.S. family properties.
• Develop and maintain preventative maintenance databases for properties.
• Serve as primary contact for third-party contractors and service providers, including being on site when required.
• Liaise with household vendors and systems providers.
• Support home security systems, including monitoring permit renewals and related documentation.

What You’ll Need:

Education & Technical Skills

• Post-secondary education in a related discipline is considered an asset.
• Intermediate to advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Strong computer literacy and comfort with technology platforms and internet-based tools, including social media.
• Vehicle is required with a valid Driver’s License, Insurance and clean drivers abstract
• Valid Passport with the ability to travel across borders
• Will be required to pass a criminal background check

Experience

• Extensive experience as an Executive Assistant and/or Personal Assistant.
• Prior experience within a private family office or high-net-worth household environment is required.
• Proven ability to excel in a fast-paced, dynamic environment while managing competing priorities.
• Exceptional customer service and relationship management skills.
• Ability to manage budgets, quotes from various service providers, some expense tracking, and ensuring the timely payment of vendors and contractors.
• Strong organizational, problem-solving, and multitasking abilities.
• Excellent written and verbal communication skills.
• Demonstrated ability to anticipate needs and proactively provide solutions.
• High level of professionalism, maturity, confidentiality, and discretion.

Key Attributes

• Trustworthy, dependable, and committed to confidentiality.
• Self-motivated, proactive, and able to take initiative.
• Detail-oriented and highly organized.
• Flexible and adaptable to changing needs and schedules.
• Calm under pressure and solution-focused.
• Able to work independently with minimal supervision.
• Systems focused, smart home apps and appliances, AI, computer, and social media savvy.

Confidentiality

Due to the highly private nature of this role, additional information about the family and household will be provided only to shortlisted candidates under a non-disclosure understanding. Candidates must be comfortable working with sensitive personal and financial information and maintaining strict confidentiality at all times.

How to Apply

Please submit your resume and a brief cover letter highlighting your experience supporting private families or family offices, your years of relevant assistant experience, and your availability. Only candidates selected for interview will be contacted.