Key Responsibilities and Required Skills for a Household Planner / Estate Manager

🎯 Role Definition

As a Household Planner, you are the trusted cornerstone of the family's private life, responsible for the comprehensive management and strategic organization of the household. This position functions as a Chief of Staff for the home, orchestrating all aspects of property, staff, and personal schedules to uphold the highest standards of quality, efficiency, and privacy. You will anticipate the needs of the principals, proactively solving problems and creating a tranquil, well-run environment. This is a unique opportunity to provide foundational support to a private family, requiring ultimate discretion, flexibility, and a service-oriented mindset.

📈 Career Progression

Typical Career Path

Entry Point From:

Executive Assistant to a C-Suite Executive
High-End Hospitality Manager (e.g., Luxury Hotel Manager)
Chief Steward/Stewardess on a Superyacht
Senior Personal Assistant

Advancement To:

Chief of Staff for a Family Office
Director of Residences / Estate Manager for multiple properties
Private Family Office Manager

Lateral Moves:

Luxury Event Planner
Private Property Manager
High-End Concierge Services Manager

Core Responsibilities

Primary Functions

Meticulously manage and coordinate complex, ever-changing personal, professional, and family calendars, ensuring seamless scheduling of appointments, travel, social engagements, and children's activities without conflict.
Act as the primary gatekeeper and point of contact for the principals, handling all incoming communications, requests, and correspondence with the utmost professionalism and discretion.
Direct, supervise, and mentor all household staff (e.g., housekeepers, chefs, nannies, groundskeepers), including hiring, training, creating schedules, and conducting performance reviews to foster a positive and efficient team environment.
Oversee the complete lifecycle of vendor and contractor relationships, from sourcing and vetting to negotiating contracts, supervising work quality, and processing invoices for all household services.
Develop, manage, and reconcile detailed household budgets, track all expenditures, prepare financial reports, and handle payroll administration for domestic staff.
Plan and execute all aspects of domestic and international travel arrangements, including flight and hotel bookings, ground transportation, visa processing, and the creation of detailed itineraries.
Orchestrate and manage all household events, from intimate family dinners to large-scale social gatherings, coordinating with caterers, staff, and external vendors to ensure flawless execution.
Proactively manage the maintenance, repair, and security of the primary residence and any additional properties, scheduling preventative maintenance and addressing issues promptly to maintain the estate's pristine condition.
Develop and maintain comprehensive household inventories for valuables, art, wine, and fine goods, ensuring proper documentation, insurance, and storage.
Manage the household's fleet of vehicles, coordinating regular maintenance, servicing, insurance, and registration renewals to ensure they are always ready for use.
Coordinate with security teams to implement and maintain robust security protocols for the property, family members, and during travel.
Handle personal shopping, specialized gift purchasing, and complex errands, demonstrating a deep understanding of the family's tastes and preferences.
Oversee all hospitality and guest services, ensuring visitors are welcomed and cared for according to the highest standards of service and etiquette.
Maintain and update a detailed household manual that documents procedures, protocols, vendor contacts, and family preferences to ensure operational continuity.
Serve as the on-call point of contact for any household emergencies, demonstrating sound judgment and a calm demeanor under pressure.
Proactively anticipate the family's needs by identifying potential issues and opportunities for improvement in household operations and presenting thoughtful solutions.

Secondary Functions

Support principals with ad-hoc personal and business-related projects, including research, presentations, and administrative tasks.
Curate and organize family archives, including photos, important documents, and memorabilia, both physical and digital.
Liaise with the family’s wealth advisors, accountants, and legal teams on administrative matters as directed.
Manage and troubleshoot household technology, including smart home systems, A/V equipment, and network connectivity, coordinating with IT specialists when necessary.
Plan and coordinate children's activities, appointments, and educational needs in collaboration with nannies and tutors.
Oversee pet care schedules, including appointments with veterinarians, groomers, and walkers.

Required Skills & Competencies

Hard Skills (Technical)

Financial Acumen: Proficient in budgeting, expense tracking, and financial reporting using software like QuickBooks or similar tools.
Tech Savviness: High proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace; experience with project management software (e.g., Asana, Trello) and smart home automation systems (e.g., Crestron, Control4).
Vendor Management: Strong negotiation, contracting, and relationship management skills.
Project Management: Ability to manage complex projects, such as home renovations or system installations, from conception to completion.
-Event Planning & Execution: Demonstrable experience planning and managing high-end private events.
Knowledge of Formal Service: Understanding of formal etiquette, service standards, and proper table settings.

Soft Skills

Absolute Discretion and Confidentiality: The ability to handle sensitive information with the highest degree of integrity and privacy is paramount.
Exceptional Organizational Skills: Impeccable attention to detail and the ability to manage multiple priorities in a dynamic environment.
Resourcefulness and Problem-Solving: A proactive and creative approach to finding solutions and overcoming challenges independently.
Superior Communication Skills: Articulate, poised, and professional written and verbal communication style.
High Emotional Intelligence: The capacity to be aware of, control, and express one's emotions, and to handle interpersonal relationships judiciously and empathetically.
Adaptability and Flexibility: A positive attitude towards changing schedules and last-minute requests; ability to pivot seamlessly.
Service Mentality: A genuine desire to help and serve others, anticipating needs before they are articulated.

Education & Experience

Educational Background

Minimum Education:

Bachelor's degree or equivalent practical experience in a similar role.

Preferred Education:

Bachelor’s or Master’s degree in Hospitality Management, Business Administration, or a related field.
Certifications from domestic service schools or programs are a plus.

Relevant Fields of Study:

Hospitality Management
Business Administration
Communications

Experience Requirements

Typical Experience Range:

7+ years of experience in a similar role, such as a Household Manager, Estate Manager, Chief of Staff, or senior Personal/Executive Assistant for a high-net-worth individual or family.

Preferred:

Experience managing multiple properties and a diverse team of household staff.
A proven track record of long-term commitment in previous positions, demonstrated by a stable work history.
Verifiable, glowing references are required.