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ID #
Title & description
Location
Status
Executive Personal Assistant
#879 Fun, driven, fast paced tech entrepreneur looking for an EA/PA
Salary DOE
Relocation No
Accommodations This is not a live in position
Location San Francisco Bay Area
Status Open
Job Summary

We are actively searching for a smart and versatile Executive | Personal Assistant to assist a socially minded, driven, tech entrepreneur. This is a full-time position and schedule flexibility and a non-judgmental, open-minded attitude are required.

  • Full-Time
  • Flexible Schedule: Some evenings and weekends required
  • Local Candidates only, please

Duties include but are not limited to:

  • Work one on one with the client in order to prioritize tasks and think through long-term planning
  • Manage personal calendar
  • Manage personal e-mail and act as a gatekeeper; process incoming messages, draft responses
  • Coordinate social events with friends
  • Help plan and host parties
  • “Drive” the client (the way a personal trainer drives clients); work with him on future projects and proactively take on tasks to complete these projects
  • Manage client’s financial interests, including investments and philanthropy work
  • Source and vet quality contractors for the client’s home (e.g. for interior decorating)
  • Help schedule the client into good habits/keep him accountable
  • Arrange travel; work with the client to create great itineraries
  • Research items for the home, philanthropy and personal interests such as nutrition
  • Manage the clients’ communal homes in San Francisco and the Peninsula
  • Household and personal errands
  • Vehicle maintenance
  • Manage wardrobe, including taking laundry to cleaners and assisting in packing for trips
  • Receive packages, manage returns and break down boxes
  • Order supplements and organize for the week

Additional Household Tasks that can either be outsourced or taken on by the Assistant:

  • Light housekeeping including dishes, making the bed and wiping down countertops in kitchen and bathroom
  • Pet care for two cats
  • Wash Burning Man\Festival equipment
  • Make sure the grass is watered
  • Take on client’s share of household chores

Requirements:

  • At least 3-5 years of experience as Personal Assistant for a private client
  • Proactively takes on additional tasks without prompting
  • Confident personality and pitch in nature
  • Be able to turn high-level direction into detailed execution with minimal help
  • Comfortable “driving” the client
  • Outstanding attention to detail and communication skills
  • High level of organization
  • Good taste & judgment
  • Resourceful
  • Works well with a team
  • Lives in San Francisco (preferably near the Mission), or would be interested in living in Portola Valley
  • Flexible schedule
  • Past experience in managing finances is a bonus

Compensation:

Excellent |DOE Healthcare Reimbursment

Personal Assistant
#876 Personal Assistant - office of two to assist in busy/active principals' lives.
Salary $100 - 110K
Relocation Not Applicable
Accommodations This is not a live-in job
Location San Francisco Bay Area
Status Open
Job Summary

Personal Assistant #2for Couple in San Francisco

  • Must be professional, excellent verbal memory, perfectionist & extremely detail oriented, highly efficient, discreet, responsible, reliable, courteous, excellent phone manner, , multi tasker extraordinaire, calm, works well under pressure in a fast paced environment
  • Very experienced and tech savvy in PC and Apple products ( laptops, iphones, ipads), Microsoft Word, Excel, Filemaker Pro database management, digital camera use, all web search and order placement.
Administrative
  • Check voice mail and email 1st thing in the a.m. & throughout the day and before you leave
  • Check for any “saved” phone messages
  • Distribute and respond to phone messages accordingly
  • Intricate, multiple calendar management. Daily check of calendars keeping all appointments and coordinating calendars
  • Coordinate all meetings, luncheons, dinner parties with respective guests. Let houseman know how many guests for meetings so table can be set up with water, etc.
  • Interface calendar meal requests with chef and dietary restrictions of any guests
  • RSVP to multitude of invitations
  • Create monthly calendar distributed to employers and staff
  • Apprise all staff of employers travel schedule as it relates to packing, travel food, supplements, etc.
  • Create and manage personal activities for the Missus
  • Create and manage Board Meeting sessions
  • Daily maintenance and distribution of “bring up” file for pending matters (meeting notes, Foundation material, invitations etc.)
  • Answer phone calls on all lines (first pick-up)
  • Process incoming/outgoing mail, take to post office when necessary
  • Maintain all correspondence for Mrs. via letters, memos, faxes, emails, texts as necessary
  • Data base management, ongoing basis. All new entries into database need to be updated in employers devices. This includes phone #’s and emails
  • Errands as needed
  • Maintain Health Files, Insurance, Medicare, etc
  • Review credit card statements and mark all charges related to travel
  • Maintain and updating all employers Apple devices, iphones, ipads, laptops. Troubleshoot when necessary to make sure they are working properly

Travel

  • Maintain constant contact with travel agent on all pending trips, check flights, flight times for changes, upgrades to 1st or business class and seat assignments
  • When not using a travel agent, all arrangements made here by assistant and/ or Mrs.
  • Make all airport/hotel car service reservations
  • Maintain Mileage Plus and Global Services accounts thru United
  • Make boarding arrangements for pet when employers travel
  • Coordinate vet appointments and all paperwork when pet travels to Hawaii, requesting Health Certificate and Terminal Inspection
  • Keep individual files for all trips, file accordingly
  • Keep ongoing files of business related expenses to produce expense reports for foundation related trips when requested.
  • Generate itineraries, agendas etc. for all trips (international trips with copies of passport, vaccinations when applicable, visas and all other required documents
  • Renew passports when necessary
  • Maintain all current and past travel files

Foundation

  • Interface with director of family foundation and other staff as needed
  • Manage calendar for coordinating meetings
  • Maintain, organize and distribute all information
  • Have all necessary information ready for meetings/conference calls
  • Submit Trustee Discretionary Grant information to Foundation for Mr. and Mrs.
  • Maintain Foundation files
  • Submit travel expenses to Foundation admin assistant for reimbursement
  • When board meeting takes place in San Francisco coordinate any dinners, entertainment,

or gatherings at the house.

Household

  • Order books, tapes, household items, clothing items, water, herb tea
  • Order all office supplies, mail and Fed Ex supplies
  • Work with housekeeper on ordering household supplies
  • Order all supplements, updating list to keep current
  • Supplement organization by Houseman, but overseen and coordinated by Assistant
  • Order any household items, space heaters, hair dryers, etc
  • Coordinate, list and ship all items to other residence
Personal Administrative
  • Maintain and manage Christmas card lists, birthday lists, and event guest list
  • Maintain family birthday file, cards/gifts sent to individuals accordingly
  • Maintain employer, Mrs. personal files
  • Coordinate and list all gifts being wrapped by laundress~ holidays, birthdays, etc. ship accordingly
  • Deposit by mail checks, file copy accordingly
  • Maintain continuing education credits for Mrs.
  • Update and monitor professional credentials for employers
  • Update bios / curriculum vitae as needed
  • Weekly, keep employers desk organized, sort files, papers accordingly
  • Maintain wine country list of food and personal items needed. Follow up with chef and houseman to makesure they are in bags for wine country
  • Work with employer on dinner party guest list, send invitations or phone
  • Follow up on guest list, write out place cards, coordinate with staff & hire servers as necessary
  • Track RSVPs for various employer planned events
  • When RSVPing to event that requires ticket purchase, give copy of letter and payment information to Personal Assistant #1 for tax filing purposes
  • Order & renew prescriptions, as needed
  • Renew all subscriptions, car registrations & driving licenses
  • Copies of registrations should go in file. Original in car along with sticker.

Miscellaneous

  • Be flexible, sometimes an event requires one to work after hours.
  • Wrap gifts when necessary
  • Maintain office equipment, schedule maintenance, change cartridges on copier, fax and printer order supplies when necessary
  • Once a year coordinate fire extinguisher service ( in Spring)
  • Maintain vehicle files, pet files
  • Maintain and update wine countryfile when requested
  • Take pet to the vet or schedule Houseman to take - little happy dog
  • Organize all dog items when staying overnight with hskp

Computer Skills / Technology Required

  • Know and be proficient with current technologies being used by employers
  • PC and Mac Office Suite, including Word, Excel, Database Management Filemaker Pro
  • Mac: ical and iphone management, synching of devices, iphone, ipad, laptops

Personal Assistant Attributes

This job requires the following work habits:

Extraordinary attention to detail, perfectionist

Responsible

Excellent memory

Reliable

Meticulous follow through

Able to multi task, but stay focused

Excellent organizational skills

Excellent tech skills working with many devices, software

Professional and friendly phone manner

Excellent verbal and written communication

Works well under pressure in a quickly changing environment

Personality Traits:

Sense of humor

Self motivated

Sees the big picture as well as details

Discreet, confidentiality is a must

Does not take things personally

Good listener and communicator

Mature

Compassionate

Honest

Works as a team member

Likes dogs

Residential Caretaker /Estate Manager /Couple
#873 Residential Caretaker/Estate Manager or couple needed for family in Cherry Hills Village
Salary Attractive Salary DOE
Relocation Yes
Accommodations Housing provided on site
Location Cherry Hills Village, CO
Status Open
Job Summary

Title: Estate / Caretaker or Couple for prominent estate on large grounds in the Denver Metroarea.

Great family, good communicators, respectful of their team! They have a long term existing staff and highly respected list of vendors to support you and team with.

Position: can be a single estate manager / caretaker /property manager or a couple team.

Live-in accommodations: Lovely two bedroom house on property with all utilities paid, for employee/couple and family – so your commute is short!

Compensation: Salary is open DOE with health insurance benefits

Overview: Looking for the right person(s) with an extensive background in hands-on and managing property, landscaping, working in high-tech homes and handling facilities as well as irrigation, pools, water features, spa, tennis courts, extensive flower gardens and more. Accomplished in analyzing budgets, creating reports and keeping principal abreast of condition of property and its needs. Tackling and troubleshooting – start with a hands-on approach where applicable. Interior understanding and experience with HVAC, plumbing, painting, AV and security system.

Daily:

  • Walk inside and outside of property, checking for needed repairs and future renovations; make lists and report larger projects to principal with cost/timelines
  • Checking light bulbs, water levels, systems and conditions of flora
  • Overseeing automobiles and equipment; keeping everything in pristine condition, keeping records of maintenance and scheduling repairs and cleaning in accordance with principals’ standards
  • Keeping up on maintenance; scheduling, checking work, approving invoices
  • Create and maintain inventory for household, grounds and facilities
  • Maintain or create maintenance manuals and troubleshooting guide
  • Maintain list of approved vendors; researching new and talented vendors as needed
  • Communicate with principals to assess any of their needs beyond the normal property duties
  • Coordinate with the principals, guests and extended family’s visits or travel to arrange for larger projects
  • Care for two beloved large size dogs – must love dogs
  • Work with interior and exterior team, coaching and preparing them for any special needs of the principals beyond their daily tasks

Skills:

  • Talented in the maintenance of grounds, facilities, high tech international and external systems, understanding of vegetation, keeping healthy and groomed
  • Snow removal
  • Computer savvy; reports, budgets, documentation, emails, etc.
  • Great communicator, can speak to people of all levels; written and spoken
  • Solid negotiator
  • Highly confidential and experienced in setting up or working with security protocol for all staff and vendors

Qualifications:

  • Verifiable references from past employers
  • Solid background and credit check
  • Non-smoker and able to take a drug test as a requirement of employment
Lifestyle Estate Manager
#869 Lifestyle Manager for southern CA and Florida based employer
Relocation Yes
Accommodations Not a live-in position
Location Florida / California
Status -
Job Summary

Job Title: Lifestyle Manager / Estate Manager

Location: Based out of Florida and southern California, travel to other locations Principal has homes. Base location is Miami.

Schedule: Traditional Monday through Friday with flexibility due to travel and the needs of the Principal.

Environment: Informal but professional; work independently but will be in close contact with Principal

Overview: This is a new position for the Principal. He has had a long-term business team but is now looking for someone to oversee a broader range of personal and lifestyle activities. Someone that is flexible and has the ability to grow with the job and the life of his/her Principal.

Principal has multiple interests on both coasts. Desirable key traits are being creative and resourceful, meticulous and reliable, having a thirst for knowledge and self-improvement, and being open to creating new ideas and tasks. Over the long term the Lifestyle Manager will take on new areas as the Principal’s life evolves personally, as well as with his business and with his outside interests.

The Principal is looking for someone who can handle and source a variety of his daily and project-based needs—someone he can reliably make a call to and consider the task done (with availability for follow-up and clarification when needed). Your job is to assure that all needs are met and that you enable the Principal to focus on his life and personal growth. You will assist in managing and expanding all areas, making and maintaining contacts, overseeing travel, identifying vendors and proactively handling both home(s) and staff members.

Looking for a super-star!

Residences:

The Principal presently has a residence in Florida approximately 3,000 sf and southern California with a sf of 8,000 and grounds approximately 0.3 acres. There is minimal staff for each residence.

General – many details below are potential and / or future projects but overall, this is a good vision of what could evolve given the direction of the principal’s life

  • Be available for any needs the Principal has.
  • Work on same time zone as Principal and/or in rotation with other staff; "24/7" & 7 day/week" availability.
  • Ability to work long hours, travel on short notice, and have a valid passport.
  • Ability to travel to any of Principal's travel destinations whenever needed.
  • Principal’s first point of contact for reliable planning, oversight, and execution of a range of daily and project-based tasks – coordinate with the Personal Assistant as well to facilitate all needs.
  • Design support staff team made up of both employees, consultants, and vendors; Hire and supervise staff; Manage performance of staff.
  • Principal’s primary liaison for vendors, staff in homes, and certain business contacts.
  • HR & Legal compliance in partnership with legal and bookkeeping teams.
  • Accounts payable in partnership with bookkeeping firm.
  • Vet, hire, and onboard all business vendors: insurance, recruiting, credit card administration, security, global health.
  • Develop all policies and procedures including "Playbooks" for all areas of Lifestyle & Travel, T&E, A/P, etc.
  • Travel to estates and destinations (especially in first 6 months) to train and work with support staff to refine "playbooks".
  • Proactively thinking, responding to requests that might be new and interesting and “run with them”, expanding when possible, offering suggestions and ideas for solutions and ongoing improvements.
  • Maintain daily and weekly communication with Principal via “daily log” or other method to keep Principal aware of the many details for each home and his personal life.

Lifestyle Development

  • Assess, analyze and establish initial protocol for Principal’s life.
  • Work with Principal and financial advisor on establishing a budget.
  • Create security program; LLC for personal life and homes with protection of Principal’s name, etc.
  • Establish protocol for all HR needs.
  • Setting up insurance needs for Principal, staff and residences.
  • Set up and create household manuals, maintenance manuals, guest manuals, employee manuals, task sheets, daily logs, inventory lists, etc.
  • Calendar all household activities and set reminders.
  • Coordinate with Personal Assistant in updating database.
  • Research and report on any new interests Principal has; books or music collections, art collection, automobiles, motorcycles, water sport equipment, etc.
  • Keep abreast of Principal’s projects and interests and keep Principal informed of anything that might expand his vision.
  • Coordinating purchasing of new furnishings, décor, working with interior designers, general contractors, etc., on new home/property acquisitions/residences and building projects.
  • Identify new and existing IT and high tech residential efficiency software/hardware; analyzing the best product for each residence, identifying best vendor and supervise installation.
  • Create manuals to troubleshoot IT whether personal computer equipment, or household equipment as well as grounds, lighting, security, HVAC, AV, etc.
  • Streamline all communication and stay current as a “team” through software/apps and other methods of keeping everyone on point.

Administrative

  • Calendar all activities, set reminders and double check as well as reschedule as needed
  • Manage a busy calendar of events, appointments, meetings, and travel both personal and business related.
  • Respond to and follow up with phone calls, invitations, etc. in a timely manner; keeping track and coordinating with the Principal’s calendar.
  • Correspondence; mail, email—must be articulate and compose well written letters and memos.
  • Annual birthdays, anniversaries, holidays; keep track of and send out gifts or cards.
  • Creatively source ideas for gift giving; keep track of what was given as to not repeat.
  • Learn important family, colleagues and friends in Principal’s life.
  • Upkeep of database; new contacts, business associates, friends/family, contacts for personal projects, etc.
  • Handle insurance for home, health, auto, etc.
  • Car maintenance, registration, cleaning and gassing.
  • Independently research and prioritize incoming issues and determine appropriate course of action.
  • Run errands, route mail, accept personal deliveries and manage expenses.
  • Research hard to find items on the internet.
  • Keeping track of all expenses, payroll, vendors, approving invoices, coding purchases and working with financial office for bill pay.
  • Work with Lifestyle manager creating/preparing operating budget and capex budget for all properties, residences, travel, and other expenses.
  • Work with Lifestyle Manager and staff in each residence to manage petty cash for all residences and ensure proper documentation and submission of house credit card purchases/receipts.
  • Ability to graciously work around a variety of socio-economic and culturally varied people in Principal’s life; maintain proper decorum and protocol at all times.

Travel and Activities

Execute or manage staff and vendors to execute the following:

  • Prepare Principal’s accommodations; set-up for arrival and close after departure or coordinate with the butler/valet.
  • Work with Travel Coordinator in researching; new places and accommodations, adventures, entertainment and more.
    • Create seamless ease in travel for fun and new interests.
    • Work with concierges and other contacts to procure tickets to special events and hard to obtain dinner reservations.
    • Maintain rider and list of travel and concierge preferences.
    • Hire and train third party concierge services/companies; Scout locations prior to Principal's arrival.
  • Prepare traveling butler/valet for all travel, keeping him/her abreast of the schedule and events that are set up. Be available to problem solve and handle all obstacles along the way in coordination with the butler/valet.
  • While butler/valet is travelling, you will be responsible for pet care.
  • If the dog is travelling with the principal, coordinate all flights and documentation needed.

Events and Guest Care

  • Coordinate personal functions/events/parties for Principal with the butler/valet.
  • Organize parties and social events, arranging vendors to assist with bottle service, security, valet parking and catering, establish an event Standard Operating procedure so nothing is forgotten no matter how small or large. Attend when requested.
  • Work with butler/valet in establishing an event Standard Operating procedure so nothing is forgotten no matter how small or large.
  • Be available as a second set of hands for all personal services and assistance to family and guests to include driving when required.
  • Orchestrate guest care, arrival, events, prepare rooms; fresh sheets/linens/flowers/amenities/special foods stocked, car if necessary – with the butler/valet.

Staff Management and Training

  • Hiring, training and establishing protocol for all existing and new staff members and vendors.
  • Plan and implement a comprehensive training program to include new employee orientation, general skills and technology training, and specialized skill training to enhance job performance. Engage and coach staff.
  • Oversee staff and lead by example. Make sure staff is well turned out, punctual and attending to their duties as established. Set priorities.
  • Full responsibility for coordination and dissemination of Staff Schedules, ensuring appropriate coverage in all residences.
  • Keep staff advised of upcoming household activities and of general household information, including any new procedures that are deemed appropriate for them to know. Discuss, arbitrate and resolve concerns with them.
  • Monitor staff levels and report staffing needs to Principal. Hire new staff as needed.
  • Keep staff advised of upcoming travel activities.

Residential

Execute or manage staff and vendors to execute the following:

  • Assume full responsibility and manage properties, maintaining orderly operation and meticulous appearance of all properties, staff and systems.
  • Create and maintain inventory lists for areas of importance to Principal; wine, pantry, basic house stock, etc. Work with staff to ensure updated, accurate inventory lists.
  • Coordinate all wardrobe care and management with butler/valet; dry cleaning, organizing, packing and shipping and tracking as well as upkeep.
  • Understand the operation, repairs, maintenance warranties and routine maintenance checks required for the following systems: electric, plumbing, audio/video, and appliances in all residences.
  • Pitch in with staff when needed; last minute, special events or possibly when staff is out sick
  • Walk house and grounds periodically to check on facilities, lighting, maintenance needs, etc.
  • Develop and maintain schedule of maintenance to be performed on weekly, monthly, quarterly, semi-annual and annual basis. Monitor schedule and ensure planned maintenance occurs.
  • Oversee development and completion of Household Manuals for each residence. Update as needed.
  • Day-to-day project management of construction/renovation/landscaping projects.
  • All duties related to pets.

Skills required:

  • Love working autonomously in a private home or office setting.
  • Love assisting and enhancing employer’s lifestyle and standards.
  • Open to travel with employer.
  • Ability to talk to people from all walks of life; dignitaries to staff/vendors.
  • Good conversationalist, outgoing, positive attitude with great respect for Principal’s privacy.
  • Comfortable taking direction as well as executing simple and complicated tasks with little or no direction.
  • Self-motivated and creative; look for new projects to do as well as establishing systems to streamline daily life.
  • Maintaining grace, style and protocol at all times.
  • Ability to change direction; unflappable, sense of humor, easy going, happy person.
  • History of long-term employment and commitment to developing a long-term working relationship with Principal.
  • Successful in maintaining good relationships with team and vendors.
  • Keep boundaries; maintaining confidentiality and security of information of employer’s private life as well as the lives of friends/family/colleagues and events that you are orchestrating.
  • High level of intelligence, curiosity, creativity and open-minded work style.
  • College degree and strong academic performance is a positive.
  • Gracious, kind and diplomatic.
  • Clean background check and verifiable references.

Work style: Partner with Principal

Package:

  • Top level salary based on experience.
  • Full benefit package (will be established by Principal and new employee upon hire).
  • 9 national holidays plus 12 total paid personal/vacation days off per year and unlimited sick days; Principal may request some flexibility in timing, or possible availability in emergencies.
  • Office space or home office provisioning.
  • Office set up in employee's residence when needed.
  • Will assist in relocation costs if necessary.
Estate Management
#866 Manager needed to oversee a large estate in the Hamptons
Salary Attractive salary DOE
Relocation Yes
Accommodations This is a live-out position
Location Long Island, New York
Status -
Job Summary
Management Position in the Hamptons Responsible for the management of a 10 acre compound with five residences in the Hamptons (approximately 45,000 sq. ft.).Current full-time staff includes 4 housekeepers, an office assistant and a property assistant. Additional staff is brought in during the summers when the family is in residence. Job duties include but are not limited to the following: Communicates daily with absentee employer to ensure that the facilities and grounds are maintained to employer's expectations Responsible for hiring, training and scheduling all of the housekeepers and laundress. Controls a large discretionary spending fund to pay for all costs related to housekeeping, property maintenance, contractor work and long-term contracts. Maintains an exact record of expenses and reconciles charges as need The manager works closely with the chef and employer to plan meals and coordinates all aspects of holidays and special events Ensures that all guests of the employer are comfortable and that all their special needs are met Responsible for planning and supervising building and grounds maintenance, remodeling projects and facility upgrades Assistant General Manager Responsible for the facility and grounds maintenance programs In charge of maintaining the overall appearance, quality of work and security of the estate Manages a facility maintenance budget in addition to helping the Estate Manager in main residence maintain the discretionary budget allocated each year Works to assure that all guests are comfortable and have everything they may need for a pleasant stay Responsible for maintaining all of the automobiles, equipment and technology infrastructure of the estate Works with the property architect and interior decorator on all designs and remodels Coordinates and ensures the timely completion of all work performed on the property Walks the property daily to identify routine maintenance needs and to ensure the overall security of the property Salary and benefits DOE Full corporate benefit package Relocation package provided This is a live-out position
Hands-on Household Manager / Property Manager
#864 Hands-on Household Manager / Property manager is needed for Peninsula home
Salary Attractive Salary DOE
Relocation Yes
Accommodations This is a live-out position
Location Peninsula of the San Francisco Bay Area
Status Open
Job Summary

Job Title: Hands-on Household and Property Manager

Location: Peninsula of San Francisco Bay Area, CA

Schedule: Flexible and as required

Home Environment: Casual but professional. Quiet, respectful home with minimal “service” requirements; prefer invisible service – maintaining the home/grounds daily to allow principals to live as they desire.Minimal interaction with principals.Security and confidentiality paramount.

Overview: The family is currently living in a6,000 sq. ft. home and will be moving into their new 12,000 foot main residence on a one acre property by the end of February.They have a long term staff in other locations as well as a family office for support.They need someone to oversee and perform hands-on duties. Actively monitor the property, grounds and home. This position will work with an assistant household manager and other staff members at the family office to manage the life stylestandards that the principals haveestablished.Excellent communication with the team is of essence; whether by email/text/phone or meetings.

They have chosen to surround themselves with wonderful people. They expect that all of their staff will put on a polite face as they represent the principals in public.This includes the family, extended family, friends, guests, staff and vendors.The principals favor discretion at all times as well as highly valuing confidentiality.It is important to keep their privacy honored at all times throughout the hiring process and once in the position.

They currently have a hands-on Household Manager / Property Manager that is looking to relocate out of the area.

Support staff:

General Manager Assistant Household Manager Family office support staff

Duties:

Hands-on overseeing and maintenance of property and house Shopping and stocking house and property Walk through house and grounds daily; pick-up, organize and clean; deep cleaning rotation Driving principals on occasion Errands and shopping Packing and unpacking for travel Closet organization; shoe care and wardrobe care Maintain automobiles; records, cleaning and maintenance Oversee vendors creating a happy environment Report directly to General Manager Utilization of handheld devices and computers for communication with General Manager Create task sheets, reports, research on property’sneeds Monitor household cost/energy saving methods; research and report new ideas Keep track of monthly expenses Research, authorize and hire or maintain approved vendor list Work with vendors; overseeing their work and approving invoices Maintain household manuals Upkeep of inventory lists for shrinkage and insurance purposes Manage wine collection; receiving and stocking along with maintaining temperature controls Understand and maintain household technology systems: security, lighting, climate, AV, HVAC and others

Responsible for property’s internet connections, telephone connections, cable/satellite equipment, computer systems, printers, wiring and wireless networks – overseeing and with the aid of technicians

See to all guest care; liaise with General Manager and other staff to assure to their comfort, rooms readied, special needs/foods, travel, car, activities, etc.

Pet care

Entertaining one-two times per month;larger dinner parties will be catered and overseen by Household Manager to assure the smooth running of each event(From casual barbeques to formal dinner parties, brunches and cocktails)

Uphold proper protocol, maintain a high level of security, confidentiality and privacy for principals, family and guests

Maintain an ethical business-like environment with a warm, inviting and friendly demeanor at all times; in the home and office

Attend meetings as necessary, meet financial review reporting deadlines

Main emergency contact person for property

Skills required:

Ability to run home and grounds with minimal or no interaction with principals; take direction from General Manager and execute “invisible” service

Understanding of privacy and respect principals’ desires for their“solitude”

Casual with an eye for detail (picking up lint or a piece of paper when walking by)

Anticipate principals’ needs and execute with ease

Flexible with work days and week; rearranging schedule as principals’ needs change

Intelligent, knowledgeable, quick to grasp new things

Sense of humor, not ego driven

Ability to resolve issues

Good listener with the ability to understand, clarify and resolve issues raised by coworkers, vendors and principals

High level of experience with computers – Windows 7 OS, household systems and more

8-10 plus years experience in high-end homes/long-term or a hotel background

High level of intelligence, clear and concise communicator

Quick paced, fast thinker – work with a sense of urgency

Multi-tasker

Self –starter/self-motivated but with ability to take direction from General Manager

Background or knowledge in maintaining high tech home, grounds, irrigation, spa/pools, mold and fungus control, flower gardens, pest control, propane, natural steam maintenance, drainage, fire protection, wildlife, vegetable gardens, wells and pumps, vineyards, HVAC, AV, lighting,other household systems, tennis courts, solar, power back-up and more

College degree is desired but believes that experience is also important

Execute extreme level of confidentiality

Diplomacy

Gracious

Kindness

Invisible service execution

Work style: Partner with General Manager

Package:

Attractive salary DOE Bonus on merit Health, dental and vision insurance (premium fully paid by employer) Life insurance policy (1x earnings) 401K with 6% matching 3 weeks vacation and 3 floating holidays Office space in family office Yearly reviews conducted Caltrain Pass Reasonable relocation costs to be determined

Live-in Accommodations: This is not a live-in position.

Travelling Butler
#859 Personal Assistant needed for single gentleman with a fast paced lifestyle!
Salary Attractive salary DOE
Relocation Not Applicable
Accommodations This is a live-out position
Location Los Angeles, CA
Status Open
Job Summary

Job Title: Travelling Assistant / Butler / Valet / Everything Person!

Location: Employer based out of Florida and southern California, position requires travel to these and other locations but the base of this job is Miami.

Schedule: Traditional Monday through Friday with flexibility due to travel and the needs of the Principal.

Environment: Informal but professional; work independently but will be in close contact with Principal

Overview: The principal has had a long-term staff for his business and is now building his team for his private life. He is looking for someone that is flexible and has the ability to grow with the job and the life of his/her Principal.

Principal has multiple interests on both coasts. Desirable key traits are being creative and resourceful, meticulous and reliable, having a thirst for knowledge and self-improvement, and being open to creating new ideas and tasks.

The Principal is looking for someone who can handle and source a variety of his daily and project-based needs—someone he can reliably make a call to and consider the task done (with availability for follow-up and clarification when needed). Your job is to assure that all needs are met and that you enable the Principal to focus on his life and personal growth.

Looking for a super-star!

Residences:

The Principal presently has a residence in Florida approximately 3,000 sf and southern California with a sf of 8,000 and grounds approximately 0.3 acres. There is minimal staff for each residence.

General

  • Be available for any needs the Principal has.
  • Work on same time zone as Principal and/or in rotation with other staff; "24/7" & 7 day/week" availability.
  • Ability to work long hours, travel on short notice, and have a valid passport.
  • Ability to travel to any of Principal's travel destinations whenever needed.
  • Work with Lifestyle Manager to establish and adhere to all policies and procedures including "Playbooks" for all areas of Lifestyle & Travel, T&E, A/P, etc.
  • Proactively thinking, responding to requests that might be new and interesting and “run with them”, expanding when possible, offering suggestions and ideas for solutions and ongoing improvements.
  • Maintain daily and weekly communication with Principal via “daily log” or other method to keep Principal aware of the many details for each home and his personal life.

Day to Day

  • Coordinate all activities, set reminders and double check as well as reschedule as needed with the Lifestyle Manager and other team members as needed
  • Manage a busy calendar of events, appointments, meetings, and travel both personal and business related.
  • Respond to and follow up with phone calls, invitations, etc. in a timely manner; keeping track and coordinating with the Principal’s calendar.
  • Learn important family, colleagues and friends in Principal’s life.
  • Car maintenance, cleaning and gassing.
  • Run errands, accept personal deliveries and manage expenses.
  • Wardrobe care.
  • Work with Lifestyle Manager and staff in each residence to manage petty cash for all residences and ensure proper documentation and submission of house credit card purchases/receipts.
  • Ability to graciously work around a variety of socio-economic and culturally varied people in Principal’s life; maintain proper decorum and protocol at all times.
  • Dog care, vet, walking, feeding, grooming, stocking supplies.
  • Stocking supplies in each residence, keeping inventory list up to date.
  • Stock foods in the house and prepare simple meals for principal if he is in residence.

Travel and Activities

  • Coordinate with Lifestyle Manager and Travel Coordinator in preparing Principal’s accommodations; set-up for arrival and close after departure.
  • Keep up on new new places and accommodations, adventures, entertainment and more.
  • Create a seamless ease for travel
  • When on the road, work with concierges and other contacts to procure tickets to special events and hard to obtain dinner reservations – if not secured prior to departure.
  • Maintain rider and list of travel and concierge preferences.
  • During travel provide the following; butler and concierge services, light housekeeping in room, manage laundry.
  • Manage petty cash related to travel/lifestyle and ensure proper documentation and submission of house credit card purchases/receipts.
  • Duties related to pets while traveling, as needed – coordinate with Lifestyle Manager.

Events and Guest Care

  • Coordinate personal functions/events/parties for Principal in coordination with Lifestyle Manager.
  • Oversee parties and social events and work with Personal Assistant to assure all vendors, bottle service, security, valet parking and catering is well vetted
  • Provide personal services and assistance to family and guests to include driving when required.
  • Orchestrate guest care, arrival, events, prepare rooms; fresh sheets/linens/flowers/amenities/special foods stocked, car if necessary.

Skills required:

  • Love working autonomously in a private home or office setting.
  • Love assisting and enhancing employer’s lifestyle and standards.
  • Open to travel with employer.
  • Ability to talk to people from all walks of life; dignitaries to staff/vendors.
  • Good conversationalist, outgoing, positive attitude with great respect for Principal’s privacy.
  • Comfortable taking direction as well as executing simple and complicated tasks with little or no direction.
  • Self-motivated and creative; look for new projects to do as well as establishing systems to streamline daily life.
  • Maintaining grace, style and protocol at all times.
  • Ability to change direction; unflappable, sense of humor, easy going, happy person.
  • History of long-term employment and commitment to developing a long-term working relationship with Principal.
  • Successful in maintaining good relationships with team and vendors.
  • Keep boundaries; maintaining confidentiality and security of information of employer’s private life as well as the lives of friends/family/colleagues and events that you are orchestrating.
  • High level of intelligence, curiosity, creativity and open-minded work style.
  • College degree and strong academic performance is a positive.
  • Gracious, kind and diplomatic.
  • Clean background check and verifiable references.

Work style: Partner with Principal

Package:

  • Top level salary based on experience.
  • Full benefit package (will be established by Principal and new employee upon hire).
  • 9 national holidays plus 12 total paid personal/vacation days off per year and unlimited sick days; Principal may request some flexibility in timing, or possible availability in emergencies.
  • Office space or home office provisioning.
  • Office set up in employee's residence when needed.
  • Will assist in relocation costs if necessary.
Executive / Personal Assistant
#854 CEO is looking for a first class Executive/Personal Assistant in his office
Salary Attractive Salary DOE
Relocation No
Accommodations This is a live-out position
Location Mid-town, New York
Status On-hold
Job Summary

POSITION DESCRIPTION

Position: Executive/Personal Assistant to CEO

Location: New York City (Midtown East)

This candidate will provide first class executive and personal assistance to the CEO in his family office which is focused on business, investments, philanthropic and progressive political endeavors working in a fast paced and dynamic, small office environment with significant interaction with high level VIPs in the business, arts/education and political communities. The position requires the ability to anticipate next steps, think creatively, be innovative, solve problems and take a broad perspective in order to make the CEO’s life easier. The successful candidate must be highly intelligent, dynamic, tech savvy, confident, anticipatory, a multi-tasker, exceptionally well-organized, resourceful and service-hearted.

The essential functions are:

  • Manage and optimize calendar – Microsoft Office Outlook. This is of the utmost importance and requires extreme attention to detail and follow up skills as well as high level of understanding of context of meetings and profile of attendees in order to schedule appropriately. Calendar personal appointments in addition to business meetings and telephone calls.
  • Ensure accurate communication of schedule at all times in addition to daily review of upcoming schedule at end of each work day and coordination of schedule with spouse’s assistant and driver when needed.
  • Feel confident in asking questions when you are not sure or don’t know
  • Coordinate all travel, both domestic and international, ensuring ease, efficiency, and operational connectivity throughout
  • Take initiative to plan in advance of travel and ask appropriate questions to properly accommodate needs and be accessible as needed when CEO travels occasionally to other time zones
  • Be knowledgeable of and current about new restaurants, hotels, travel plans, events, etc.
  • Creatively research various initiatives whether charitable, political or business-related for the CEO and prepare high level profiles of meeting attendees using tech savvy skills
  • Handle miscellaneous items in the office including ordering lunch, stocking beverages, greeting visitors, etc.
  • Set up conference rooms for meetings, arrange for refreshments and clear room after meetings
  • Manage personal projects such as tracking and submitting medical claim reimbursements; preparing expense reports; holiday card list; etc.
  • Coordinate and oversee IT needs for CEO and personal residences including maintaining schedule of all personal IT devices and vendors
  • Coordinate and manage events, lunches and dinners for various business, charitable and politically related events
  • Develop strong rapport with team members while demonstrating flexibility and willingness to assist co-workers at all times
  • Order office supplies, make sure all office equipment is fully functional at all times and provide general administrative support such as overnight mailings, copying, etc.
  • Be willing to help with personal tasks that could include gift buying, wrapping and occasional errands.

Required Skills:

  • Bachelor’s degree and seven to ten years’ related experience working with high profile executive required
  • EA/PA Private Equity office experience highly desired
  • Personal Assistant experience strongly preferred
  • Demonstrated ability to take initiative, anticipate needs and exercise independent/sound judgment
  • Tech savvy skills for personal and business research
  • In-depth knowledge and proficiency of MS Office, Apple products, Adobe, Dropbox and Skype/Google Hangouts, strongly preferred
  • Excellent communications and interpersonal skills; excellent people and project management skills
  • Acute attention to accuracy and detail in all aspects of responsibilities
  • Excellent ability to prioritize work
  • Excellent planning, time-management, and organizational skills –fast-paced environment
  • Able to handle sensitive information with a high degree of confidentiality
  • Ability to work full-time Monday-Friday 9AM-7PM and be available via email after hours/weekends in order to respond to any occasional time sensitive items.

You might be a fit if you are…

Intelligent & Quick Thinking Mature, Honest, Loyal, Discreet & Builds Trust Tech Savvy Interested in the arts, service learning projects and progressive politics

Self-Driven to Achieve Results & Stretch Goals Always Helpful & Delivers Solution-Oriented Results Absolutely Responsive with Accountable Ownership Fully-Engaged Resourceful

Household Manager
#853 Household Manager for a warm and active family of six.
Salary Attractive Salary DOE
Relocation Yes
Accommodations This is a live-out position
Location Los Angeles, CA
Status Open
Job Summary

Job Title: Household Manager

Location: Los Angeles, CA

Schedule: Typically Monday through Friday 9:00 a.m. to 6:00 p.m. but flexible for family needs and activities.

Home Environment: Informal but professional, organized, efficient, caring and happy. They are a busy fast-paced, upbeat and fun family of six.

Overview: This is an evolving position for the family. They are looking for an employee that will grow with the family and stay for many years. They have had long term staff and will increase as needs evolve. They need someone to oversee, manage and actively monitor their Los Angeles home, property and staff. This person will maintain and develop household systems and handle the daily needs of the family. This will include maintaining and building support/back up staff and vendors, maintaining excellent communication between family, staff and vendors to bring the level of service to the principals lives that they are looking for.

They have chosen to surround themselves with wonderful people. They expect that all of their staff will be professional while maintaining proper and kind protocol with the family, extended family, friends, guests, staff and vendors. The family favors discretion at all times as well as highly valuing confidentiality. It is important to keep their privacy honored at all times throughout the hiring process and once in the position.

The main residence is in Los Angeles. Additional remote residences are in Hawaii, Colorado and Connecticut and are managed by local property managers and require limited coordination.

The following personnel currently support the family in Los Angeles:

  • Three housekeepers
  • Two gardeners and landscaping company support
  • The family is looking for someone who is self-motivated, very organized, and has strong multitasking capabilities. The ideal candidate will have excellent judgment and will be comfortable making decisions on behalf of the principals. The family is looking for strong communication and people management skills. Ideal candidate enjoys children and dogs.

    Duties:

    • Manage daily operations of primary residence
    • Maintain and set up systems to create efficiency
    • Create task sheets and punch lists to keep track of household activities, maintenance and progress
    • Coordinate weekly meetings with principal; keeping them up to date on projects and progress, taking on new projects, reviewing calendar and future needs
    • Manage house and grounds
    • Oversee and respectfully manage staff and vendors, cross-communicating with staff as needed, creating a team environment
    • Mentor existing staff, providing training and coaching as needed
    • Oversee hiring, training or termination of staff when required
    • Schedule all staff and maintain online calendar noting vacation time
    • Responsible for accounts payable and payroll
    • Manage and maintain project, event and construction timelines for projects with vendors and subcontractors
    • Understand and maintain smart home technology and be able to trouble shoot / work with vendors on these systems
    • Train and keep staff updated on security
    • Manage home network
    • Keep NDA logs for all service providers coming to the house
    • Address each project with full analysis by providing multiple bids, costs, timelines and materials necessary; present to principals for approval
    • Set-up and maintain household manuals
    • Responsible for the coordination of service providers for homes in Brentwood
    • Manage all guest care; liaise with family and extended family members to assure their comfort, rooms readied, special needs/foods, travel, car, activities, etc.
    • Provide concierge service by researching and booking restaurants, theatre, sporting and travel as needed
    • Plan events with principals and staff to assure the smooth running of each event
    • Manage gift list, holiday card list, gift shopping; keeping list of creative gifts for future giving

    Skills required:

    • High level of experience with computers, household systems and more
    • Past experience working in high-end homes
    • Previous experience managing staff with a good track record for long term employment retention of team
    • High level of intelligence, clear and concise communicator
    • Excellent driving records, skilled and safe driver
    • Enjoys children and pets
    • Organized and quick paced
    • Multi-tasker
    • Self –starter/self-motivated but with ability to take direction from principals
    • Background in managing construction projects and other household systems
    • Execute extreme level of confidentiality
    • Diplomacy, graciousness, kindness
    • Sense of humor, even keeled
    • Management with a smile and great understanding

    Work style: Partner with principals

    Package:

    • Attractive salary DOE
    • Bonus based on merit and longevity
    • Health insurance
    • Vacation/holidays

    Live-in Accommodations: This is a live-out position

    Locals are preferred

    Bookkeeper
    #851 Bookkeeper for family office in mid-peninsula of San Francisco Bay Area
    Salary $75 - 90K DOE and full amazing benefits
    Relocation Not Applicable
    Accommodations Not a live-in job
    Location San Francisco Bay Area
    Status Filled
    Job Summary

    Bookkeeper for Family Office on theSan Francisco Peninsula Great team to work with. Long term staff. Primary Responsibilities:

    ~Financial analysis of monthly, quarterly and annual accounting close which includes review of managementfinancial reports, preparation of supporting schedules and reconciliation of balance sheet and incomestatement accounts

    ~Reconciliation of bank statements

    ~Posting of journal entries

    ~Payroll for multiple entities, 401(k) management – contributions and true-ups, and employee expensereimbursement

    ~Cash management responsibilities (checks, wires, credit card payments)

    ~Corporate credit card reconciliations

    ~Quarterly and annual reporting requirements,

    ~Prepares budgets and forecasts, including budget to actual results

    ~Supports the preparation of internal reports, including monthly financial statements

    ~Expense and financial reporting

    ~Concur expense processing and administration

    ~Works with the team to ensure sound accounting practices and adequate internal controls arein place

    Skills/Qualifications:

    ~General Accounting / General ledger experience

    ~Strong working knowledge of QuickBooks

    ~Exceptional attention to detail, knowledge of reconciliation and general ledger entries

    ~Proficiency in MS Office Suite, including intermediate to expert Excel skills

    ~Experience in monthly close and year end process

    ~Ability to manage multiple projects concurrently with minimal direction

    ~Keeps abreast of industry developments, including but not limited to, changes in regulations and technology

    ~Candidate must be a motivated self?starter and possess excellent communication and inter?personal skills

    ~Knowledge of ADP TotalSource (PEO), Concur (T&E), and Fidelity (401(k)) a plus

    ~Prior experience with family offices will receive priority Package: ~Excellent salary with bonus at year end based on performance with corporate benefits for employee and family fully paid along with other perks

    Executive Assistant / Personal Assistant
    #847 EA/PA for a Private Equity employer working in office and overseeing homelife
    Salary $130K plus plus plus for the right person
    Relocation No
    Accommodations This is not a live-in position
    Location Peninsula of San Francisco
    Status Filled
    Job Summary

    High level EA/PA for a private home and the principal's office - peninsula. Oversee the smooth running of an 8,000 sf home and the principal’s administrative needs in his private equity company. Mister and Missus both work and there are two elementary school aged children.

    • Managing calendar for personal and business
    • Travel for personal and business
    • Managing home vendors; reviewing invoices, scheduling, monitoring their work
    • Efficient/organized and pro-active administrator -step in, see what needs to be done and make it happen
    • Work with existing staff - creating a team environment, and scheduling everyone to assure the principals and their children's needs are covered
    • Work with Mister in his office (private equity); handling calendar, travel, communication, reports, whatever needs to be done as a traditional EA
    • Lots of back and forth keeping everyone on track
    • This takes a strong pro-active and organized person to manage the day to day and see into the future as well to clear the path for everyone.
    • Setting up systems in home; creating manuals for maintenance, house rules, family’s likes/dislikes, guest manuals and more
    • Working with the vendors that built the home, creating a “dummy’s guide” on how to operate the high tech home
    • Creating task lists for events and orchestrating events; mostly family functions now – keeping up on interesting decorations and themes for future events
    • Gift lists, gift ideas, keeping track of who you gave what to each year
    • Gift purchases and wrapping
    • Home purchases, stocking and inventory list
    • Database upkeep and holiday cards
    • Travel arrangements, creating itineraries, keeping up on cool places to go with the family
    • Reservations for dining, entertainment; keep up on all the new trends in locations the family travels to
    • Inventory lists
    • Daily logs, updates and such for the principals
    • Coordinate and work with the nanny (new hire) keeping up on play dates, appointments, schedules and such
    • Computer savvy, tech savvy, past experience working in a high-tech home/estate
    • College educated is an added bonus!

    They are a lovely family with good communications, high standards but not micro-managers!

    GREAT salary, insurance benefits

    Household Management Couple or Household Manager/Cook
    #844 HM/Chef or HM/Chef couple desired to manage LV compound
    Salary Attractive salary DOE
    Relocation Yes
    Accommodations Separate housing provided
    Location Las Vegas, CA
    Status Open
    Job Summary

    Household Manager/Cook Job Description or Management Couple/Cook for couple in a large estate in Las Vegas

    HM Reporting: The Household Manager reports to the Principals HM Range of

    Responsibilities:

    Set & maintain service standards

    Set & maintain housekeeping procedures for the home

    Write & upkeep household standards manual & household procedures manual

    Staffing: - hiring, firing, orientation, training, mentoring, coaching, development, compensation, accurate record keeping, on-going management of staff to meet service needs of household and administrative functions.

    Vendor & Contract Negotiations plus Management - negotiate and manage contracts - supervise work and review invoices for all outside services providers, including screening and overseeing vendors/contractors

    Property & Systems Management: - scheduling for all maintenance, staffing, accounting and services needed for the property - systems & procedures protocol development for all buildings

    Budget Preparation - prepare budget and time sheet approval for payroll

    Security & Safety - overseeing security for the household and family Cooking - family meals and entertaining, healthy foods and vegetarian occasionally Setting/Serving table

    Other Duties - greeting andserving guests, chauffeur duties, chef duties, maintaining vegetable garden, Various errands (shopping, dry cleaning, repairs) administrative duties/filing, organize medical bills, household inventories, maintaining vehicles

    Package Live on property in 1,000 sf lovely apartment Car for business use only Excellent salary and health insurance stipend PTO

    Family Assistant / Child Educator
    #826 Family Assistant - childcare /educator
    Salary Open DOE
    Relocation No
    Accommodations Not a live-in job
    Location Mid Peninsula Bay Area
    Status On-hold
    Job Summary

    They are a really nice and respectful, highly intelligent, system oriented, organized family of 4, two children in elementary school. Just moved into their newly built, high tech home in Atherton of 8,000 sf. They will need help with the children, pick up, homework, activities, etc. Also pitching in with the lady of the house on organization of the home and their lives.

    Details:

    • 12:00 to 9:00 pmshift, be flexible and open to changes depending on the needs and situation with the family
    • Support of a full-time housekeeper, chef and personal assistant
    • They will give you a stipend towards health insurance
    • Salary open for the right person

    This is a combination position of family assistant and childcare. You will help with the children, homework, play dates, activities, motivation and growth, and healthy snacks/meals. Work with parents in finding out goals for children and keep the same style of parenting they have.

    Other duties will be working with the team to help create or maintain systems to streamline their life in their new home; organize, systems set up, household manuals created, to do lists, task lists, check lists for their events/travel, etc, inventory lists, - much of this will be child related. The chef/cook will have snacks ready for the children so all you will need to do is make sure they have what they need and if friends are over, you have planned that out too. The family is vegetarian and like Indian food as well as all international cuisines. Healthy, seasonal, local....you know...good food.

    Personality traits:

    • Self starter
    • Excellent at organization
    • Attune to emotional well being of children
    • Open to taking direction and feedback
    • Multi-tasker
    • Tech savvy
    Estate Manager / Personal Assistant
    #824 Warm and kind family in the city looking for extremely savvy PA/EM
    Relocation No
    Accommodations Not a live-in position
    Location San Francisco
    Status Filled
    Job Summary

    Family of four (two school age children), creative, detail oriented, kind and warm is looking for a "match" for their next Personal Assistant / Estate/household Manager

    San Francisco main residence is approx. 10,000 sf with 2 housekeepers, a chef and drivers

    Hawaii property is approx. 10,000 sf on multiple acres of land with caretaker, grounds staff and part time chef.

    • You will also be responsible for the completion of household manuals, maintenance manuals, inventory lists, guest manuals and even daily check lists
    • They need someone proactive making sure all the systems of organization are in place
    • Family is very organized, everything is calendared and scheduled - your responsibilities are to maintain the calendar, rescheduling when needed and setting reminders
    • Overseeing repairs, maintenance and construction projects
    • Travel arrangements; preparing house for arrivals and departures as well as readying the family for their trips - travel check lists and possible packing/unpacking
    • Coordinate big and small events, keeping up on all details and planning for guest arrivals - work the event as needed
    • Handle philanthropic activities
    • Work with family for all private travel arrangements
    • Vetting and maintaining good relationships with vendors; seeing to their work and giving the final approval on the invoices making sure they match the work and the time the vendor was on property
    • Guest care; assuring rooms are ready, special accommodations are made for their visit, reservations and activities as requested
    • Keep up on all cool/great gifts and wrappings for holidays and events; keep track of what was giving in past years as to not repeat
    • Keep up on all new restaurants
    • Keep up on all new/cool places to travel that might interest the family
    • Managing database contacts
    • Handling phone, email, insurance, bill pay, calendar and many other administrative duties
    • Mac household - must be tech savvy
    • You will be the point person, overseeing the staff and making sure the family is cared for

    • Open to all backgrounds, but have strong preferences for someone who has worked in an environment with a high level of sophistication and service; hospitality, any service industry, administrative/support roles, etc. • The ideal person will be able to work autonomously and with a small permanent household staff

    • They should be eager to jump into anything when needed and make good judgement calls

    • They should have a positive attitude, impeccable skills with high attention to details, and the ability to communicate with a diverse set of people and levels

    • Very warm, personable and kind family

    • Understanding protocol, being efficient and interactive but knowing how to allow for family private time away from staff intrusion

    • Long term staff - be able to work with and team with - assess their skills and talents long before "telling them what to do"

    Excellent salary and full benefits.

    Chef
    #818 Vegetarian Chef needed - International Cuisines
    Salary Open
    Relocation Not Applicable
    Accommodations not a live-in position
    Location Atherton
    Status Filled
    Job Summary

    Full time chef needed for Atherton family of four. Two elementary school aged children with verybusy working parents. Lovely new home with all new kitchen components! They are vegetarian and like Indian and Asian food but also enjoyall international cuisines. They are (as all of our families are) into healthy foods. Schedule will be M-Fmid-day through the evening for shopping/cooking/serving and clean-up. Occasional weekends depending on events. They love their deserts too; fruit and pastries! Prep breakfast for the next day, pack lunches, prepare lunches if someone is home, cook multiple course dinners for parents and guests and simpler meals for the children. Snacks for when the children get home from school.The family also likes food cooked for the weekends on Friday and left with labels so they know what is available. Standards are of course towards a quiet and private environment for the family. Keeping things clean but quietly out of their way while they are dining. Set table, family style and plated some nights. Obviously high end for entertaining. Salary is open to the right person. They do offer a stipendtowards health insurance.

    Household Concierge / Steward
    #815 The family is looking for a hands-on Director of Concierge
    Salary Attractive Salary DOE
    Relocation No
    Accommodations This is a live-out position
    Location New York City
    Status Open
    Job Summary

    Land-based Chief Stew (CS):

    Position Description:

    This position reports to the Estate Manager (EM). This unique position is a hybrid role encompassing work in the following categories: chief stewardess, butler, house management. The CS travels to various properties and destinations where the family is staying and works from these locations. At these various properties and destinations, the CS is responsible for: (i) maintaining a clean, organized, and meticulous home and ensuring that the home, logistics, and operations are running smoothly (ii) meal service and packing/wardrobe (iii) real time implementation of principal’s requests for all of the principal’s personal needs and comforts and (iv) supervision of housekeepers. This unique position will interface directly with the principals and continuously with the EM, principal’s assistants, and family office to coordinate logistics or topics that involve home and office.

    Service and Chief Stewardess Responsibilities:

    • Meal service: provide meal set-up, serve meals (formal and informal), and bartending services for family and guests
    • Ensure that each residence has a consistent feel and that the housekeepers and seasonal staff understand the principal’s preferences
    • Ensure that homes are properly prepared and ready for the principal’s arrival; home should be meticulous and in working order prior to principal’s arrival
    • Coordinate seasonal moves to other properties and ensure easy transitions between residences for both family and staff
    • Oversee wardrobe maintenance and inventory of loan items
    • Pack principal’s clothing and personal items and send in most efficient manner to destination prior to their arrival
    • Create and maintain electronic packing inventory for each trip so it’s quick and easy to retrieve and review the items that were sent
    • Unpack clothing and personal items and place items in the appropriate place for principal’s comfort
    • Provide personal and concierge services to guests and support for activities/events
    • Oversee and manage guest arrivals/departures including special requests, food, etc.
    • Events: CS will lead event execution and work closely with Principal’s Personal Assistant (PPA) and principal on organizing/executing events
      • Review and comprehensively understand all aspects of the event; complete Event sheet and share with team
      • Oversee: food and beverage, table setting/service, décor, flowers, rentals
      • Coordinate additional staff and/or vendors as required
      • Supervise set-up and ensure smooth running of the event including temperature, lighting, music, talent/guest speakers
      • Act as point of contact for event

    Butler/House Manager Responsibilities:

    • Daily survey of the home and the interiors of all the dwellings
    • Develop and maintain an interior cleaning schedule for regular and deep cleaning for all properties
    • Supervise the quality of housekeeper’s work and conduct daily inspection of interiors
    • Assist the housekeepers with specialty cleaning or household projects
    • Train housekeepers to implement the highest of standards at all residences and on cleaning procedures
    • Ensure that each residence is stocked with the principal’s desired toiletries, personal items, cleaning products or anything requested by the principal
    • Oversee inventory of household items, personal products, office supplies, linen closets and ensure all inventories are organized and current; maintain electronic inventory
    • Manage online accounts, i.e. Amazon, etc.
    • Organize storage areas and maintain inventory
    • Shop for household items and run errands
    • Advise all interior staff on upcoming household activities including events, guests, and timing of particular activities so house operations can run as smoothly as possible
    • Represent principals in gracious manner when interacting with vendors, answering the phones and doors, taking messages, and receiving deliveries
    • Create floral arrangements and installation of seasonal/holiday décor
    • Oversee the care of the dog
    • Oversee exercise/activity equipment: maintenance, inventory, kite equipment, hunting bows, bicycles
    • Lead staff briefings and provide orientation for staff new to a property on topics like: safety, emergency contacts, calling procedures, location of fire extinguishers, tour of home and dwellings, alarms, home systems, etc.
    • Participate in interviewing new staff when requested by COO
    Personal Assistant / Household / Estate Manager
    #790 PA/HM for couple in San Diego
    Salary $100,000 plus DOE
    Relocation No
    Accommodations Not a live-in job
    Location San Diego
    Status Filled
    Job Summary

    Job Title: Executive Personal Assistant/Household / Estate Manager

    Location: Based out of family home in San Diego, CA

    Schedule: Monday through Friday, but with a 24/7 mentality - flexible when needed due to travelling and also preparing employer’s family for activities, travel and other needs as well as non-scheduled emergencies

    Environment: Casual/Informal but professional; work with team (including family office director), reporting to principals

    Overview: This is a new position for the principals. They are looking for a strong administrative Executive Personal Assistant/Household Manager to coordinate and oversee the administrative tasks associated with their properties and daily life.

    Your job is to assist with the day-to-day administrative tasks, travel arrangements, accounting, supervision of staff, management of properties, security and special projects. Your job is to assure that all needs are met and that you enable the principals to focus on their lives.

    The principals have chosen to surround themselves with a wonderful team. They expect that this person will put on a polite, positive face as they represent the principals to the public. This includes the principals, family, extended family, friends, guests, all staff and vendors. The principals favor discretion as well as highly valuing confidentiality. It is important to keep their privacy honored at all times throughout the hiring process and once in the position.

    Residences:

    • The main residence is in San Diego and they are building a new home locally
    • Present main residence 3,500 sf
    • New home 6,500 but growing to 8,000 sf
    • Rental home
    • 4,000 sf home in Hawaii

    Duties:

    • Be available for any needs the principals have
    • Run errands, shopping, organization of home and office
    • Stocking house; shopping for basic items needed to maintain home
    • Create and maintain inventory lists for areas of importance to principals; wine, pantry, basic house stock, etc.
    • Supervise house maintenance person – develop work protocols for daily schedule, lighting, stone upkeep, painting, landscape, car detailing, appliances, special projects and all other work associated with the maintenance of the house.
    • Walk house and grounds daily to check on facilities, lighting, maintenance needs, etc.
    • Develop maintenance manuals for homes, monitor maintenance timelines
    • Develop daily and long term house cleaning manuals (what to clean, when to clean, how often, standard of cleaning and cleaning projects when principal is away)
    • Develop a plan for organizing the house (seasonal storage, entertaining items)
    • Supervise staff and vendors in homes; housekeepers, grounds crew and project workers
    • Oversee and manage the maintenance and upkeep of homes with established vendors; pool, pest control, generator/back-up power, household repairs (painting, windows/gutters, stone care, irrigation, AV, HVAC, computer/internet systems, etc.)
    • Check vendors work to assess if the job was completed to the standards the principals expect; double check that things are working correctly
    • Research and vet new vendors as needed; briefing on household standards and protocol when on the job
    • Pitch in with staff when needed; last minute, special events or possibly when a team member is out sick
    • Prepare principals’ home; set-up residence for arrival and close after departure – stock refrigerator
    • Handle domestic and international travel arrangements
    • Travel research; new places and accommodations, adventures, entertainment and more
    • Create seamless ease in travel for fun and business
    • Ship items when necessary to other residence
    • Working with family office director on insurance for home, health, auto, etc., making sure policies are updated when new items are acquired, sold or circumstances change
    • Upkeep of inventory lists for insurance purposes
    • Coordinate with CPA regarding bill pay, reconciling credit card statements and expenses related to homes to ensure expenses are properly billed and are paid on time
    • Handling mail, notifying principals of important information as it comes in
    • Respond to and follow up with phone calls, invitations, etc. in a timely manner; keeping track and coordinating with the principals’ calendar
    • Work with the principal on gift ideas, purchasing, wrapping and shipping during year for annual birthdays, anniversaries, holidays; keep track of items given each year as to not repeat
    • Handling calendar, making appointments, follow up and reminders
    • Maintain daily and weekly communication with principals via “Daily Log” or other method to keep principal aware of the many details for each home
    • Car maintenance, registration, and cleaning
    • Oversee all remodeling projects at properties
    • Manage and maintain timelines and scheduling for projects with vendors and subcontractors
    • Create reports to update principals on status of each property and projects
    • Analyze all present costs each homes incurs from utilities to supplies and determine if there can be changes made through “green” methods or other cost-effective techniques
    • Create a team environment with staff and vendors
    • Hiring, training and evaluating staff/vendors
    • Research, authorize, hire and maintain vendor list
    • Set-up and maintain systems in each home to create efficiency
    • Address each project with full analysis of cost, timeline and materials necessary; present in report for approval by principals
    • Support extended family members as needed

    Skills required:

    • Mac and PC; QuickBooks, MSWord, Excel, Dropbox, database
    • Fluent in Spanish - not mandatory
    • Comfortable taking direction as well as executing simple and complicated tasks with little or no direction
    • Organized, enjoyment in creating systems for simplification of lifestyle
    • Self-motivated and creative; look for new projects to do as well as establishing systems to streamline daily life
    • Maintaining a calm demeanor and appropriate protocol at all times
    • Ability to work with, train and support current staff to ensure continued success and enjoyment in their work
    • Ability to change direction; unflappable, sense of humor, easy going, positive – happy person
    • Past experience working in a private residence as a Personal Assistant / Estate Manager
    • History of long term employment - paramount
    • Successful in maintaining good relationships with team and vendors
    • Keep boundaries; maintaining confidentiality and security of information of employer’s private life as well as the lives of friends/family/colleagues and events that you are orchestrating
    • High level of intelligence, creativity and open-minded work style
    • College degree is desired
    • Gracious, kind and diplomatic
    • Clean background check and verifiable references

    Work style: Partner with principal

    Package:

    • Top level salary based on experience and salary history
    • Discretionary bonus on an annual basis
    • Medical/dental/vision through Trinet;United Healthcare or Kaiser for employee
    • Retirement plan being formulated
    • Vacation 2 weeks
    • Sick leave 10 days
    • National holidays
    • Office space on-site - will be created in the new house
    Personal Assistant
    #787 Polished, Professional, Fashionable PA to lovely couple in Marin/SF
    Salary $85,000.00
    Relocation No
    Accommodations This is not a live-in position
    Location San Francisco Bay Area
    Status Filled
    Job Summary

    Job Title: Personal Assistant

    Location: Main residence is in Sausalito and office is in Union Square, San Francisco

    Schedule: M-F 9 - 6 with some Saturdays (could be a 30 hour week if candidate wants part time)

    Home Environment: 5,000 sq. ft. home in Sausalito. Multiple staff members assist principals in the running of the home. Elegant atmosphere and professionally managed. Pets on premises – 1 cat and 3 dogs. Busy environment with a lot of activity.

    Overview: This is a new position for the principal. Role will be working hand-in-hand with the current Sr. Executive Assistant. Principal is a female business owner of a design firm and is a top, nation-wide leader in her industry.

    The family favors discretion at all times as well as highly valuing confidentiality. It is important to keep their privacy honored at all times throughout the hiring process and once in the position. You are expected to present yourself in a professional manner at all times, be polished and articulate. When in the office, be dressed appropriately - fashion-forward, contemporary attire.

    Duties:

    • Ability to independently research and prioritize incoming issues and determine appropriate course of action
    • Calendar scheduling and follow up with reminders for appointments and events
    • Travel arrangements; managing frequent flyer miles, arranging for air/car/hotel and transfers
    • Errands, shopping, dry cleaningrunsand organization of home
    • Coordinating with principal on all events and assisting in the execution
    • Writing correspondence and basic graphic design
    • Answer door and phone, take accurate messages and respond as necessary
    • Receiving and preparing delivery of mail/packages
    • Scheduling and interacting with vendors; seeing through the projects or repairs and checking invoices before submitting
    • Renovation projects and repair projects as needed
    • Regularly clean out files and storage boxes and prep for donation or disposal
    • Maintain household car regularly, driving, getting gas, getting car washed
    • Transport principal to meetings/events when transportation is not readily available
    • Meal preparation - ordering and setting up lunch for home and office
    • Stock office supplies and organize inventory
    • Dealing with computer issues as necessary
    • Pet care; assist with vet, grooming, feeding and walking
    • Occasional overnights for pet care and security of home when principals are travelling when other staff member isn't available

    Skills required:

    • 4-year degree from accredited college or university
    • Minimum of 3 years working experience as a Personal Assistant
    • Comfortable with High Net Worth families
    • High level of intelligence, clear and concise communicator
    • Must have excellent people and customer service skills
    • Ability to remain focused, organized and committed
    • Technically-savvy, proficient with MAC and PC
    • Retain information and juggle multiple projects at one time
    • Able to drive with a valid license and clean driving record

    Package:

    • Top tier salary
    • Corporate benefits offered

    Live-in Accommodations: Live Out

    766
    San Francisco Bay Area
    Open
     
    Houseman
    #766 Houseman for bay area home
    Salary $70,000 plus DOE and amazing benefits
    Relocation No
    Accommodations This is not a live-in position
    Location San Francisco Bay Area
    Status Open
    Job Summary

    Job Title: Houseman

    Location: San Francisco, California

    Schedule: Five days a week as well as flexibility to work when needed due to events on other days

    Home Environment: Large formal estate in the bay area. Multiple staff members assist principals in the running of the home. Professionally run by estate manager.

    Overview: They are seeking a well versed houseman with many years of experience taking care of a fine home, understand all surfaces and how to maintain them as well as teaming with other staff to make sure all expectations are met for the family.

    The family favors discretion at all times as well as highly valuing confidentiality. It is important to keep their privacy honored at all times throughout the hiring process and once in the position. You will be required to sign a confidentiality agreement.

    Duties:

    • Assist housekeeping staff with daily cleaning and deep cleaning projects
    • Upkeep of all furniture – vacuuming and spotting or cleaning when necessary
    • Cleaning and vacuuming rugs
    • Drapery
    • Light fixtures
    • Kitchen walls and appliances
    • Windows
    • Assisting where necessary
    • Preparing house for guests
    • Preparing house for family’s arrival or departure
    • Moving furniture for deep cleaning behind or under, flipping mattresses, etc.
    • Preparing for events

    Skills required:

    • Experience working in high end homes – 7,000 sf or more
    • Ability to lift and move 50 pounds
    • Agility and mobility working in a house with stairs
    • Good communicator
    • Computer savvy for emails and text with team
    • Organized and quick pace
    • Common sense
    • Execute extreme level of confidentiality
    • Diplomacy
    • Gracious

    Expectations:

    • Verifiable references
    • Ability to pass a stringent background check
    • Clean driving record

    Work style: Partner with team and taking direction from estate manager and principal

    Package:

    • Top tier salary
    • Health and dental insurance
    • Retirement plan
    • 15 days PTO (this is sick and vacation)
    • Paid holidays – you will be paid double time if you work on a holiday

    Live-in Accommodations: This is not a live-in job

    Property Manager
    #752 The family is looking for a property manager - must be local on LI
    Salary Attractive Salary DOE
    Relocation No
    Accommodations This is a live out position
    Location East Hampton, NY
    Status Filled
    Job Summary

    Job Title: Property Manager - local on Long Island

    Location: East Hampton, New York. This is a live-out position and candidate should reside in Long Island and have working knowledge of the Hamptons. Housing is not provided.

    Schedule: Monday through Friday plus weekends and holidays as needed

    Overview: This is a busy upbeat family of six with a long-term staff. They are in need of an experienced property manager to manage and elevate their high standards for their East Hampton homes.

    Daily Duties:

    • Property Management for the East Hampton estate
    • Act as owners representative for renovations, additions and project management
    • Manage operations and staff of beachfront estate in the Hamptons encompassing six acres of grounds which includes the main residence, guest house and staff house
    • Proactively walk the grounds, interior and exterior of the Hampton estate to inspect and record any facility, grounds or maintenance issues to be addressed for optimum functionality and aesthetic appearance.
    • Create a timeline for completion of all projects and to do list and provide a detailed spreadsheet describing progress and status; imperative to have a system in place to share detailed updates on a regular basis
    • Oversee the operations of all home systems including, but not limited to HVAC, plumbing, generators, lighting and electrical systems, home automation and theater systems (Creston and Lutron), computers and networks (both Mac and Windows), irrigation and sprinkler systems, tennis courts, safety/alarms/security / camera equipment, automobiles/scooters, golf carts, bicycles and exercise equipment
    • Design preventative management system and assure adherence to keep property operating efficiently
    • Manage “Action Item: list of outstanding repair and maintenance items and oversee vendors
    • Work with contractors and vendors to secure competitive maintenance agreements, maintain positive working relations and provide follow-up on agreed upon services and quality of work
    • Availability to assist in NYC residence as required

    Qualifications and skills required:

    • Able to work legally in the U.S. (Green card or U.S. citizenship)
    • Must be able to pass a thorough background check
    • Solid work history with great references
    • Proficient in English, both orally and written
    • Prior experience working in a formal home
    • Must possess excellent skills in household management, property and project management
    • Self-starter/ self motivated with strong time management and organizational skills and detailed follow- through
    • Computer proficiency
    • Bachelor’s Degree preferred
    • Able to drive with a valid license and clean driving record
    • Must possess a current passport and be able to travel as required both nationally and internationally
    • Execute extreme level of confidentiality
    • Must present oneself in a professional manner or style to appropriately represent the family at all times
    • Understand and execute proper etiquette, upholding it at all times
    • Must be able to work well with others and be an integral part of the team; essential to be hands-on
    • Flexibility is essential

    Benefit package

    Attractive salary DOE

    Full corporate benefit package

    Medical and dental coverage immediately following trial for employee and family

    Paid sick days, holidays and vacation (3 weeks)

    Meals provided when on duty

    Warm and supportive work environment

    Locals only please

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