Virtual Family Assistant

Remote Virtual Family & Household Assistant Type: Part-Time (20 hrs/week) | Location: Fully Remote | Schedule: Flexible weekday hours, with availability for occasional urgent requests About the Role: This is a remote role, but preferably you are based in the LA area, as a portion of the role will be managing an Airbnb property in Topanga. It could be useful to have you onsite from time to time. However, we are open to all locations and really seeking the right fit. We need a highly organized, detail-oriented Virtual Assistant to support a busy family (two working parents, two young children) and their real estate portfolio, which includes multiple properties and two Airbnb rentals. This is a fully remote position focused on digital coordination, booking, ordering, and vendor management, generally there will be no in-person or on-site tasks required. The ideal candidate is proactive, discreet, an excellent communicator, and comfortable managing multiple moving parts across calendars, vendors, and properties without needing much oversight. Key Responsibilities Airbnb & Property Management: - Manage day-to-day operations for two Airbnb listings (guest messaging, check-in/check-out coordination, troubleshooting via phone/text with on-site help as needed) - Coordinate remote scheduling for property maintenance, cleaning, and repairs by liaising with local vendors and contractors - Track and reconcile monthly rental income/reporting Travel Coordination: -Book flights, hotels, rental cars, and car services for family and household travel - Research and present flight/hotel options with full details (times, aircraft type, amenities) for approval - Handle check-ins, seat selection, and boarding pass distribution 24 hours prior to travel - Build detailed trip itineraries (shared digitally) including confirmation numbers, addresses, and contacts - Coordinate pre-arrival requests (grocery/Instacart orders to hotels, rental car add-ons, etc.) Household & Property Administration - Manage a shared task list/inbox across multiple properties - Track bills and utilities, ensuring auto-pay is active; flag and resolve issues with providers - Coordinate vendor invoicing and payments (via bookkeeper, card, or Venmo) and maintain expense records - Maintain a master contact/vendor spreadsheet across all properties - Schedule and confirm appointments for family members and coordinate details (parking, prep, timing) with providers - Ordering & Inventory (Remote) Place online grocery orders (e.g., Erewhon) for scheduled delivery - Manage recurring/auto-ship orders for pet and animal supplies (feed, supplements, litter, etc.) and monitor stock levels via phone check-ins with on-site staff - Order household and personal supplies online as needed - Manage online returns and reordering across retailers - Calendar & Communications: Maintain and proactively manage the family's calendar, checking 2–3 weeks ahead for conflicts or gaps - Send a daily morning schedule overview and an end-of-day recap email - Monitor and triage a shared email inbox (forwarding personal items, filing press pitches, archiving spam) - Confirm upcoming appointments with providers and communicate necessary details Vendor & Team Coordination (Remote) - Serve as the point of contact for scheduling housekeepers, dog walkers, groomers, chefs, florists, and contractors across properties - Coordinate scheduling adjustments around family travel (pausing/resuming recurring services) - Assist in sourcing and vetting new vendors or service providers as needed Qualifications IMPORTANT: This role can not rely on AI and no personal information of the family can be input into AI. You must be able to manage these responsibilities personally and can of course use AI for anything that does not involve personal information. - 3+ years of experience as an executive, personal, or virtual assistant, ideally supporting a household, family office, or high-net-worth individual - Excellent written and verbal communication skills Highly organized with strong follow-through and minimal need for supervision - Comfortable managing sensitive/confidential information with discretion - Experience with digital tools such as shared calendars, Apple Notes, spreadsheets, and online ordering/booking platforms - Experience with Airbnb hosting or short-term rental management a strong plus - Available for occasional after-hours communication for time-sensitive issues (e.g., an Airbnb guest emergency) Schedule & Compensation - Hours: 20 hours/week, generally within standard business hours, with flexibility for daily morning/evening check-ins - Compensation: $35–$45/hour, depending on experience - Type: Contract or part-time employee (to be determined) To apply please share more about your experience and why you believe you're the right fit for this role with your proposal.