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A common question we hear is: What do all these job titles actually mean? With roles often overlapping and terminology varying, it’s easy to get confused.
Here’s our take…
Understanding the Key Roles in Private Household and Estate Management
In our work, we often encounter confusion about the different roles in private service. It’s not uncommon for job titles to be used interchangeably—household managers might be mistaken for estate managers, and sometimes what a client calls a chief of staff is really more in line with an estate manager's responsibilities.
However, each of these roles has distinct responsibilities that contribute uniquely to a well-run household and smooth lifestyle. Understanding the differences between them not only enhances the recruiting and hiring process, but also long-term staff retention.
Put simply, when roles are clearly defined, households run more efficiently, staff members thrive in their positions, and everyone benefits. Let’s explore a few of the most commonly confused ones in more detail below.
Estate Manager
An estate manager oversees the management of large residences (typically over 10,000 square feet) or multiple properties. This role is a combination of strategy and tactical responsibilities, with a focus on long-term planning and operational excellence.
Key responsibilities include:
Staff supervision: Hiring, training, and managing household staff such as housekeepers, gardeners, and chefs
Property maintenance: Ensuring thorough upkeep, scheduling of repairs by staff or self
Project management: Oversight of major renovations and remodels
Travel preparation: Flying ahead to prepare properties for family visits and ensuring every detail is in place
Event coordination: Planning private events or gatherings
Technology and security: Managing smart home systems and implementing security measures
Best for: Those with large, complex households or multiple properties requiring constant oversight and strategic management
House Manager
If the estate manager is the strategist, the house manager is the hands-on operator. This role focuses on the daily operations of a single property and ensures everything runs smoothly day-to-day. Sometimes, the “family assistant” title is used to describe the house manager role, albeit without supervisorial tasks.
Key responsibilities include:
Lifestyle support: Household shopping (e.g., groceries, gifts, sundries), mail collection and sorting, preparing and packing for trips, daily walkthroughs, stocking supplies, and holiday preparation
Staff management: Scheduling and supervising housekeepers, nannies, and other staff
Property maintenance: Overseeing daily contractors, repairs, and vendor relationships
Event support: Assisting with logistics for formal dinners or daily family needs
Best for: Those with less complex needs but where hands-on daily management is essential
Personal Assistant
A personal assistant supports an individual or family primarily through administrative and logistical tasks. Think of this role as a means to achieve organizational and lifestyle efficiency.
Key responsibilities include:
Calendar management: Organizing complex schedules and coordinating appointments
Travel planning: Handling detailed itineraries and travel arrangements
Administrative support: Preparing spreadsheets, tracking gifts, and managing correspondence
Lifestyle support: Shopping for personal items and running errands
Best for: Those needing day-to-day assistance with primarily administrative and logistical tasks
Chief of Staff
The chief of staff operates at a higher level of household and property management, overseeing estate managers, household staff, and family office operations. This is a leadership role that requires highly strategic oversight and extensive coordination.
Key responsibilities include:
Strategic oversight: Managing estate managers or directors of residences who handle individual properties
Coordination across properties: Ensuring seamless operations and consistency across multiple homes
Real estate development: Acquisition of new properties, lead of new builds
Collaboration with family office: Liaising with CEOs or financial managers for long-term planning
Financial oversight: Budgeting, expense tracking, and financial reporting
Best for: Those with highly complex operations, numerous properties, or a preference for centralized management
Why Role Clarity Matters
The reality is that private service roles don’t come with hard-and-fast rules. There’s often a gray area in the terminology, and roles can overlap depending on a household’s unique needs.
However, my goal in providing the descriptions above is to offer a framework for deciding what kinds of lifestyle professionals might make the greatest impact on your day-to-day life.
Clearly delineating roles can also create other major upsides for clients and candidates:
All-around satisfaction and retention: When roles match a candidate’s skill set and professional aspirations, they’re more likely to thrive. On the flip side, overburdening staff with tasks outside their domain can lead to burnout, dissatisfaction, and turnover.
Hiring ease: When we can spell out exactly what is expected of a role, we reduce the chances of mismatches and attract ideal candidates with appropriate expertise.
Efficient household operations: A well-structured organizational chart prevents overlaps, inefficiencies, and gaps in responsibilities
Understanding the unique contributions of each position is essential, not only for the success of your household but also for your staff’s long-term satisfaction.
Tailoring Your Household Team to Your Needs
Whether you own a single property or a network of estates, understanding these titles can help you hire the right professional to support your lifestyle. By defining roles clearly and matching them to your specific needs, you set your household up for success—and give your staff the clarity they need to excel.
If you’re not sure where to start, don’t hesitate to contact us. Whenever someone reaches out for support in finding the right home professional, we take the time to dig deeper and understand their exact needs. And with decades of experience finding exceptional talent, we’re here to help place staff that not only meets your needs but elevates your lifestyle.
