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 experienceand includes an excellent benefits package.
