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ID #
Title & description
Location
Status
Household Manager - touch of hands-on
#886 The nicest family with two elderly dogs...in the city
Salary $100,000 plus for the right person with health insurance stipend
Relocation Not Applicable
Accommodations This is not a live-in position
Location San Francisco
Status Filled
Job Summary
Lovely couple in the city looking for a hands-on household manager that can oversee their main residence of 3,000 plus sf as well as checking in on the three other properties (Rocky Mountain ranch and east coast apartment) with existing staff. Easy going and light hearted people. They are looking for the same. Two elderly dogs that do need extra care - so please be open to helping out. They would like someone that sees the little details; a picture that needs straightening, spot on the carpet, crooked lamp shades, flowers that need freshening, finger marks and doggy nose marks! Understanding of the care for all fine surfaces (or research them if you don't know). Someone flexible and able to pitch in to help as well as oversee all of the vendors and principals' needs. Organizing and keeping order, scheduling proactive maintenance, rotating the deep cleaning, creating manuals, task lists, to-do lists and incorporate any methods you have found to keep standards up and your principals' happy. Some tasks; ~light housekeeping and organization ~light ironing to assist the housekeeper ~wardrobe care; packing/unpacking, dry cleaning, shoe care, steaming and organizing ~cooking (dinners); Italian, Mediterranean, Vegetarian, American, fish, healthy, spa cuisine ~setting table; formal and informal ~ordering supplies and items online ~making reservations ~assisting with travel; notify staff in other locations of arrival and departure, ready rooms, stock and freshen home with flowers, etc. ~entertainment - occasionally from 8 to 10 guests ~scheduling and managing vendors ~art collection care, antiques, china/silver/crystal care ~orchid care ~auto maintenance scheduling and cleaning, etc. ~working with existing staff and bringing out the best in them ~setting standards and communicating with staff ~guest care on occasion ~tech savvy ~computer savvy - Apple ~running errands, grocery shopping - good driving record - car for use ~know fine finishes and how to care for them ~you know, the little things! Adult children and grandchildren Stipened towards health insurance Looking for the right person that will be flexible but the normal schedule is M-F with evenings when principals are out to care for the dogs.
Personal Assistant / Office based T-S schedule
#884 Personal Assistant for office with one overnight for principal in bay area
Salary Open to the right person - with full corporate benefits
Relocation Not Applicable
Accommodations This is not a live-in position but you will be required to stay over at residence as requested
Location San Francisco Bay Area
Status Open
Job Summary

PERSONAL ASSISTANT - OFFICE BASED CLIENT OBJECTIVE:

To hire a professional Personal Assistant who will provide valuable support and assist the principal with her daily activities at the office and in her home.

RESIDENCE DESCRIPTION:

Office and home are located in San Francisco

QUALIFICATIONS:

  • Gracious with previous private home experience preferred
  • Extremely discreet and mindful of confidentiality
  • Excellent written and oral communication skills
  • Impeccable time management skills
  • Self-starter, take charge, proactive, sees problems and resolves them.
  • Flexible and able to accommodate changes in routine and plans.
  • Excellent computer skills (standard Microsoft Office Suite programs; internet searches/research as needed).
  • Efficient and accuracy of handling phones and guests
  • Reliable and punctual
  • Quiet and poised, amicable personality
  • Proactive and good at multi-tasking
  • Ability to work independently and as part of the team
  • Must be able to willingly accommodate needs of the principal
  • Be able to travel with the employer when necessary
  • Well-groomed with excellent personal hygiene
  • Able to work legally in the United States
  • Valid driver’s license with a clean driving record
  • Excellent knowledge of San Francisco as driving the principal is an important part of this role

Office Task Coordination and Execution (including but not limited to):

  • Support the EA
  • Filing
  • Photocopying
  • Email correspondence
  • Ordering of office supplies
  • Assist with setting up the conference room
  • Shopping for grocery items for the office
  • Calendar updates
  • Data entry into database
  • Document prep (MS Word)
  • Answering of doors and phones at the office and the home

Driving:

  • Drive principals, family, guests and colleagues as needed
  • Assist with refueling as necessary when driving the principal

Miscellaneous:

  • Run errands to the post office, pharmacy, Starbucks, etc., as requested
  • Shop for clothing/toiletries etc., as needed
  • Purchase household supplies as needed/requested by housekeepers
  • Help with computer issues
  • Receive and inventory FedEx and courier packages
  • Help principal with organizational/filing projects at the house and office
  • Field administrative requests from office personnel while at the house
  • Assist principal with events if required
  • Keep all office supplies stocked for the office
  • Keep personal stationary stocked/reorder when needed
  • Keep all stationary drawers stocked
  • Answer door/phones
  • Stay overnight as requested
  • Collect mail daily from the house while principals are traveling; prioritize for forwarding to principal or to be attended to upon return.
  • Enter travel dates and flight info into Master Calendar for principal’s personal shoppers.

Gifts:

  • Act as back-up when Gift Buyer is not working; purchase cards and gifts, and order flowers at principal’s request.

COMPENSATION AND TERMS:

  • Compensation package to be commensurate with experience and qualifications- compensation paid hourly.
  • Benefits – TBD
  • General schedule is a five-day work week; overtime is sometimes required evenings and weekends. Must be flexible with the needs of the employer.
  • Ideally looking for candidate that would be willing to do Tuesday through Saturday. Saturday would be working in the home as required.
  • Willing to do one overnight
Executive Assistant
#882 Senior Executive Assistant for Non-Profit on the peninsula
Salary Competitive!
Relocation Not Applicable
Accommodations This is not a live-in job.
Location Mid Peninsula
Status Filled
Job Summary

Executive Assistant to Managing Partner

POSITION DESCRIPTION

About the Non-Profit

Non-profit is dedicated to removing barriers to opportunity so people can live to their full potential. Established and led by Silicon Valley entrepreneur, we center our work on education, immigration reform, the environment, and other social justice initiatives. We use a wide range of tools and strategies—partnering with entrepreneurs and experts, parents and policymakers, advocates and administrators—to develop and execute innovative solutions that will spur change and promote equality.

About the sub-group

Led by main non-profit’s Managing Partner, this *arm* is the Environmental platform, dedicated to forging a radical “remedy of the commons” that strengthens the symbiosis between humanity and nature.

The Role

As a key member of the administrative team, the Managing Partner’s Executive Assistant will assume a critical role in helping to maintain a warm and inviting office environment. The ideal candidate will be the “go to” person in helping run day-to-day operations for the team. The candidate will take pride in doing whatever it takes to ensure office tasks are running smoothly and efficiently.

This position will be based in Palo Alto.

Job Duties/Responsibilities: Administrative

  • Complete a variety of executive administrative tasks for Managing Partner including but not limited to:
    • Meeting and calendar management
    • Coordinating local & international travel logistics: flight, hotel, and ground transportation
    • Expense reconciliation & report management
    • Maintaining contacts database
  • Receive and process information of confidential nature and ensure the use of utmost discretion and sensitivity when handling confidential material
  • Assist with any necessary word processing, filing and data entry, and event planning
  • Assist Managing Partner with ad-hoc requests as needed, including outside speaking engagements and board memberships

Team Support

  • Manage team assistant
  • Assist other staff with scheduling, overflow work and special projects as requested, serve as team ambassador in building culture

Office Support

  • Broadly provide support to other administrative staff as needed
  • Adhere to best practices and expense control: travel rates, catering, vendor, office supplies, etc.

Requirements for the job

Education and Work Experience:

  • Bachelor’s Degree
  • 10 years experience as an executive assistant coordinating day to day office operations and providing administrative support within a financial services, legal, or technology environment.
  • Excellent written and verbal communications skills
  • Familiarity working in a MAC and MS Office office environment preferred, experience in salesforce, word, excel and powerpoint
  • Demonstrated experience working in a fast-paced, entrepreneurial office environment

The Ideal Candidate is:

  • Able to represent non-profit with professionalism, integrity, discretion and a strong customer service attitude
  • Remains calm under pressure with strong executive presence; adapts well to change and shifts priorities with ease and positivity
  • An enthusiastic team player who is willing to tackle anything from small internal administrative tasks to high profile requests
  • Detail oriented with the ability to organize, prioritize and manage multiple responsibilities within a fast paced environment
  • An independent and proactive self-starter who is motivated to take on additional responsibilities over time
  • Collaborative with strong communication and interpersonal skills, and the ability to integrate quickly into a small team as well as develop and preserve positive relationships across the collective while juggling multiple/complex demands
  • Able to work in an environment that requires discretion in dealing with confidential matters
  • Hungry to learn, be a thought partner, curious to ask questions, and desires to engage in exploration individually as well as being part of a team
  • Available off hours, as needed

Location

Non-profit is Bay Area-based with offices in Palo Alto and Oakland. National offices in Chicago, Los Angeles, New York and Washington DC. This position is based in Palo Alto.

Compensation

The salary for the role is highly competitive

Benefits Non-profit currently pays 90% for employee and 70% for dependent(s) for individual or family health insurance coverage that currently includes a "base" medical plan, vision, dental and life insurance. You will become eligible for medical benefits starting the first full month of employment. You will be eligible to participate in Non-profit's 401K plan which is administered by Fidelity. The company has a matching program in place. You will not accrue any vacation benefits but may take paid time off at your own discretion, while still responsibly performing the duties and responsibilities of your role and managing your time effectively, consistent with and as may be further explained in relevant Non-profit's policies. Sick leave is provided in conformance with applicable state and/or local law.

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 Filled
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 for residence
#878 Personal Assistant for Residence with one overnight for principal in bay area
Salary Open to the right person - with full corporate benefits
Relocation Not Applicable
Accommodations This is not a live-in position but you will be required to stay over at residence one night a week
Location San Francisco Bay Area
Status Open
Job Summary

Position Description:

Personal Assistant – House/office

CLIENT OBJECTIVE:

To hire a professional Personal Assistant who will provide valuable support and assist the principal with her daily activities at the office and in her home.

RESIDENCE DESCRIPTION:

Office and home are located in San Francisco

QUALIFICATIONS:

  • Gracious with previous private home experience preferred
  • Extremely discreet and mindful of confidentiality
  • Excellent written and oral communication skills
  • Impeccable time management skills
  • Efficient and accuracy of handling phones and guests
  • Reliable and punctual
  • Quiet and poised, amicable personality
  • Excellent home making skills
  • Proactive and good at multi-tasking
  • Flexible; Ability to work independently and as part of the team
  • Able to gracefully accept constructive criticism
  • Must be able to willingly accommodate needs of the principals
  • Occasional travel to other properties
  • Flexibility of taking vacations when employers are traveling
  • Well groomed with excellent personal hygiene, non-drug user, able to perform the essential functions of the job with or without accommodation.
  • No drinking or smoking on the premises
  • Able to work legally in the United States, with a valid driver’s license and clean driving record; bondable.

RESPONSIBILITIES:

Clothing Management:

  • Maintain closet (keep everything organized and in pristine condition)
  • Ensure clothing has been cleaned and tagged accordingly
  • Coordinate alterations and fittings
  • Work with service providers to determine clothing for social events
  • Unpack & inventory orders as they arrive; process returns as necessary
  • Lay out clothing daily

Packing

  • Work with service providers to create travel line-up
  • Pack necessary items as prescribed
  • Always keep toiletries packed and ready to go
  • Coordinate with office staff regarding last minute details
  • Be on hand before principals leave for the airport to help with last minute requests/packing

Gifts

  • Keep an organized box of cards at the house - cards organized by event/holiday
  • Keep current go to gifts on hand, always some hard cover books
  • Keep wrapped and labeled gifts in the gift closet at the office in case principal decides to give a gift early.
  • Keep a stocked wrapping station at the house, shop for cards as needed, shop for gifts and wrapping supplies

Office Task Coordination and Execution (including but not limited to):

  • Filing
  • Photocopying
  • Email correspondence
  • Ordering of office supplies
  • Shopping for grocery items for the office
  • Calendar updates (MS Outlook)
  • Data entry into database
  • Document prep (MS Word)
  • Answering of doors and phones at the house and office

Inventory Tasks as Designated by Estate Manager

Driving:

  • Drive principals, family, guests and colleagues as needed
  • Assist with refueling as necessary when driving the principal

Miscellaneous:

  • Run errands to the post office, pharmacy, Starbucks, etc., as requested
  • Shop for clothing/toiletries etc., as needed
  • Purchase household supplies as needed/requested by housekeepers
  • Keep mini pharmacy stocked in the laundry room
  • Help with computer issues
  • Receive and inventory FedEx and courier packages
  • Help principal with organizational/filing projects at the house
  • Field administrative requests from office personnel while at the house
  • Assist principal with events if required
  • Track gifts and cards received
  • Keep all office supplies stocked for the house
  • Keep principal's packing supplies up to date and in good order, check items after a visit
  • Check the printer has enough paper daily
  • Keep personal stationary stocked/reorder when needed
  • Keep all stationary drawers in the house stocked, check stamps weekly
  • Answer door/phones at the house
  • Stay overnight as requested

COMPENSATION AND TERMS:

  • Compensation package to be commensurate with experience and qualifications- compensation paid hourly.
  • Benefits are listed in employee handbook.
  • General schedule is a five-day work week, overtime is sometimes required evenings and weekends. Must be flexible with the needs of the employer.

The foregoing job description is not exhaustive or permanent as duties may be changed from time to time. All employees are expected to undertake such additional duties as may from time to time be necessary, appropriate or efficient to achieving the Principals’ goals. All employees are expected to use sound judgment and discretion in carrying out their duties.

Firmwide:135836860.1 050662.1000

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

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 Filled
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 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 Filled
Job Summary

Job Title: Estate 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

    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

    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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