Private Household Personal Assistant Job Description (USA)

A Personal Assistant (PA) helps an individual or family manage day-to-day life, from scheduling to errands. When the role includes broader household and childcare support, it’s often called a Family Assistant. These positions are especially in demand in the USA among high-net-worth families, executives, and celebrities.

This guide covers everything from typical duties to key traits needed for success, all from a US-based perspective.

Key Responsibilities

PAs and Family Assistants support individuals and families by handling day-to-day operations, scheduling, and personal errands. Here’s what the role typically involves:

Schedule & Calendar Management

A core duty is managing complex schedules and ensuring nothing falls through the cracks. You’ll:

• Organise daily and long-term calendars

• Book appointments, school events, and social engagements

• Act as a gatekeeper for the principal’s time and priorities

Travel Planning

From short trips to international travel, PAs coordinate every detail:

• Book flights, hotels, and ground transport

• Prepare itineraries and check travel documents

• Manage logistics for family travel or travel alongside the principal

Household Management

Many Personal Assistants take on house management responsibilities:

• Oversee maintenance work, deliveries, and repairs

• Liaise with vendors and service providers

• Run errands such as shopping or dry cleaning

Administrative Support

Behind-the-scenes admin keeps everything running:

• Draft emails, manage bills, and track expenses

• Maintain household records and digital files

• Manage online accounts and household subscriptions

Event & Occasion Planning

From dinner parties to birthdays:

• Plan events end to end, including sourcing venues, suppliers, and invitations

• Oversee logistics and ensure everything runs smoothly

• Coordinate with other household staff as needed

Child-Related Support (for Family Assistant roles)

Support varies by family, but often includes:

• School runs, activity coordination, and supervision

• Helping with homework or organising playdates

• Liaising with teachers, tutors, and nannies

Errands & Lifestyle Management

You’ll often be trusted to handle anything the employer doesn’t have time for:

• Shopping (clothing, groceries, gifts)

• Booking appointments and making reservations

• Arranging pet care or vehicle maintenance

One-Off & Special Projects

Family life brings constant change. PAs adapt by taking on projects such as:

• Coordinating home relocations or renovations

• Researching vendors or booking seasonal staff

• Helping with personal social media or content

Skills & Qualifications

Top Personal Assistants and Family Assistants bring a combination of organisation, discretion, and problem-solving. The most effective candidates are:

Organised & Detail-Oriented

The role demands structure and consistency:

• Confident managing complex to-do lists and calendars

• Able to track multiple tasks and meet tight deadlines

• Create systems for reminders, files, and household information

Excellent Time Managers

You’ll often work independently and need to prioritise effectively:

• Handle urgent and non-urgent tasks without constant oversight

• Balance short-term requests with long-term projects

• Structure your own day for efficiency

Strong Communicators

You’ll represent the family in many interactions:

• Write and speak clearly on behalf of your employer

• Liaise with schools, service providers, and other staff

• Maintain discretion and professionalism at all times

Confident with Technology

Most households use digital tools to stay organised:

• Comfortable with Google Workspace, Microsoft Office, and mobile apps

• Manage digital calendars, cloud storage, and email systems

• Bonus: knowledge of social media, smart home tech, or online shopping platforms

Calm Problem-Solvers

Things go wrong. The best assistants stay calm and find solutions:

• Reschedule missed appointments or troubleshoot emergencies

• Navigate travel disruptions or vendor issues quickly

• Think resourcefully and adapt plans when needed

Personal Traits That Set You Apart

Successful Personal Assistants and Family Assistants are more than just organised they’re proactive, adaptable, and emotionally intelligent. The best candidates think ahead, anticipate needs without being asked, and adjust quickly when plans change. They pay close attention to detail, catching small errors before they become problems. In high-pressure or fast-changing households, flexibility and calm decision-making are essential. A great assistant is also resourceful — whether it’s finding a last-minute reservation or sourcing a niche product, they know how to get things done efficiently. Just as importantly, they bring emotional intelligence and professionalism to every interaction, maintaining boundaries while building strong, trusted relationships with their employers and the wider household team.

USA vs UK: Key Differences

While the core responsibilities are similar, the expectations, titles, and working norms for Personal Assistants and Family Assistants differ in the US and UK. Here’s a more in-depth comparison:

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