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Location
Status
Hands-on Household Manager
#922 Looking for a hands-on household manager to care for their pristine estate in Quogue
Salary Attractive salary DOE
Relocation No
Accommodations This is a live-out position
Location Long Island, NY
Status Open
Job Summary

Job Title: Hands-on Household Manager

Location: Quogue, Long Island, New York

Schedule: Typically, Monday through Friday 9:00 a.m. to 6:00 p.m., but flexible and available for evenings and weekends if needed

Home Environment: Informal but professional, organized, efficient, caring and happy.

Overview: They need someone to oversee, manage and actively monitor their Long Island estate, both property and staff. The successful candidate will maintain and develop household systems and handle the daily needs of the principals. This will include maintaining and building support/back up staff and vendors, maintaining excellent communication between the mister, missus, staff and vendors to bring the level of service to high standards that the principals are accustomed to. Our clients are looking for an employee that will be a long-term fit.

This empty nesting couple expect that all of their staff will be professional while maintaining proper and kind protocol with their family, friends, guests, staff and vendors. They favor discretion. It is important to keep their privacy honored at all times throughout the hiring process and once in the position. They are looking for strong performance, communication and people management skills.

Current Staff:

Personal Assistant (Monday through Friday 9:00 a.m.to 5:00 p.m.) reports directly to Mr. and will work with Household Manager when tasks overlap.

Housekeeper/cook (Monday through Friday – 11:30 a.m. to 7:30 p.m.) will report to the Household Manager

Duties:

  • Manage daily operations of home and property
  • Maintain and set up systems to create efficiency, reducing costs without sacrificing standards
  • Keep track of household activities, maintenance and progress
  • Oversee and respectfully manage staff and vendors, cross-communicating with staff as needed, creating a team environment
  • Manage the 7-10 outside household vendors that regularly serve the property and such others as may be periodically necessary
  • Mentor existing staff, providing training and coaching as needed
  • Oversee hiring, training or termination of staff when required
  • Schedule staff and maintain online calendar noting sick days and vacation time
  • Manage and maintain project, event and construction timelines for projects with vendors and subcontractors
  • Arrange for maintenance, car washing and detailing of two luxury cars.
  • Manage small home computer network
  • Changing light bulbs and small appliance repairs
  • Arrange for delivery of groceries and household supplies
  • Address each project with full analysis by providing multiple bids, costs, timelines and materials necessary; present to principals for approval
  • Maintain and update their Household Manual and inventory lists
  • Responsible for updating calendar when personal assistance is not available
  • Manage guest care; being on hand, assuring their comfort, rooms readied, special needs/foods, laundry turnaround, travel, car, activities, etc.
  • Estimated entertaining (2-3 times per year) for 2 – 20 guests
  • Provide concierge service by researching and booking restaurants, theatre, sporting and travel
  • Packing and unpacking for mister as needed
  • Plan events with principals and staff to assure the smooth running of each event
  • Occasional driving required
Skills required:
  • Previous experience/training working in high-end homes
  • Experience managing staff with a good track record for long term employment retention of team
  • Previous hands-on experience working in a private home
  • Knowledge of care of fine furniture, surfaces, wall coverings, antiques and collectibles, china and crystal
  • High level of intelligence, clear and concise communicator
  • Organized and quick paced
  • Self –starter/self-motivated but with ability to take direction from principal
  • Multi-tasker
  • Management with a smile and great understanding
  • Diplomacy, graciousness, kindness
  • Maintain professional boundaries
  • Sense of humor, even keeled
  • Excellent driving records, skilled and safe driver
  • Experience working with computers, household systems technology
  • Experience in managing construction projects and other household systems
  • Execute confidentiality
  • Must be pet friendly

Work style:

A service heart proud to ensure that their principals’ life-style and service standards are being met if not exceeded.

Package:

  • Attractive salary DOE
  • Health insurance
  • Vacation/holidays
  • Uniforms provided (khakis/chinos and polo shirts)
  • Office space provided for Household Manager in separate space on first floor of residence

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

Locals are preferred

Personal Assistant
#919 Personal assistant to support head of family office and family on peninsula
Salary Open
Relocation No
Accommodations Not a live-in position
Status Filled
Job Summary

Position Summary

Perform a wide range of personal support duties to facilitate the efficient operation of the Principal’s professional and personal activities.

Position Description

  • Manage calendar, scheduling, and logistics for dynamic Principal’s professional and personal activities.
  • Manage all travel arrangements for Principal. Work with other Family team members, travel agents, and travel office for Principal and family travel.
  • Maintain Principal’s contact database, adding & updating contact records and other data.
  • Must be able available to respond to requests in a timely manner outside of regular business hours, as needed.
  • Attend immediately to emails forwarded from Principal that require action or follow up.
  • Handle all requests and tasks with the utmost professionalism and attention to detail.
  • Work seamlessly with existing filing systems maintaining continuity.
  • Provide general administrative support to the Family and team including scanning, shredding, mail processing, spreadsheet updates, supply ordering, mailing/shipping.
  • Assist with a range of onsite and offsite events including preparing invitations, tracking RSVPs, assisting with vendor and event communications.
  • Assist with personal errands.
  • Prepare gift bags, giftwrap gifts and deliver/send.
  • Manage extensive photo database, tagging, printing, and sharing photos.
  • Assist with various projects on behalf of the Family and team, as requested.

Knowledge, Skills, Abilities, and Requirements

  • Bachelor’s degree required.
  • 5-7+ years as a Personal Assistant or Executive Assistant to a dynamic Principal.
  • Extremely detail oriented, organized, professional, and reliable.
  • Proactive and forward-thinking.
  • Positive attitude and willingness to assist all team members.
  • Excellent written and verbal communication skills.
  • Must be able to effectively communicate with all levels of personnel and external contacts.
  • Ability to work independently and multi-task within a fast-paced team environment, emphasizing accuracy and timeliness.
  • Diplomatic, tactful and discrete concerning confidential information with unquestionable integrity at all times.
  • High proficiency with Microsoft Office Suite, Google Suite, Mac OS.
  • Experience with Dropbox, Filemaker Pro, Photos.
Household Manager / Butler - Hands-on
#918 Hospitality driven Household Manager for respectful family in Cleveland area of Ohio
Salary Open to the right person
Relocation Yes
Accommodations Not a live-in job
Location Cleveland, Ohio
Status Open
Job Summary

Hospitality Drive Household Manager / Butler Warm and gracious family with a lifestyle that is growing, and evolving is seeking a professional and experienced hospitality driven household manager / Butler. The main residence is in the Cleveland area on extensive acreage with the main residence of approximately 10,000 sf, with a couple of auxiliary buildings ranging from 2,000 – 4,000 sf. There are other residences in California, Florida and the family is looking at other locations as well. This full time live out position is primarily responsible to maintain and manage the high standards of service for the family and the residences.

Schedule:

Presently they are looking at coverage for dinner service, turn down service and weekend coverage. The exact days of the week are yet to be determined as well as start times. Position Overview: The position is responsible for overseeing the day to day affairs of the principals and their residences and if necessary, will travel with the employers to other properties to assist in their needs; travel ahead to set things up or travel with to handle everything on-site. To maintain an efficient and productive working environment through a hands-on style of management and working in conjunction with other staff as a productive team. A polished and relaxed professional who is service oriented with a keen understanding and ability to anticipate the needs of the principals.

Staff:

·Chief of Staff

·Household Manager / Butler – open

·3 part-time housekeepers

·Grounds crew and property manager

·Chef part-time

·Executive Assistant in corporate office for Mister and Personal Assistant in Family Office for Missus

Primary Responsibilities: ·To manage the day to day affairs of the family and residence while maintaining high standards and efficiency.

·Pitching in with staff to assure the high level of service the family has come to expect.

·Cleaning kitchen and dishes.

·Turn-down service. ·Staff management in coordination with COS for scheduling, training and productivity for efficiency of housekeeping team. ·Greeting of guests and visitors to ensure a pleasant visit. ·To provide both informal and formal styles of food and beverage service, table service / settings.

·Knowledge of fine linens, china, crystal and silver

·Keeping butler pantry orderly and clean

·Keeping linens orderly and clean

·Flower arrangements and care ·Managing and scheduling of trades and vendors for interior and exterior maintenance. ·Assisting with event planning; set up and break down as well as working the event. ·Wine cellar & art collection management. ·To manage and monitor household inventories and manuals, working with existing manuals and programs. ·To monitor and manage technical AV systems of residence. ·Errands and personal shopping as required, vehicle provided for work purposes. ·Wardrobe management, packing and unpacking for travel of family. ·Responsible to liaison with Chief of Staff, principals, their personal assistants, etc., on a regular basis for planning of travel and social itineraries. ·Travel to other properties. Applicant Qualities: ·Must be flexible with work schedules and accommodating to being available as required by principals’ needs and travel – evening and weekend schedule primarily and other days as requested. ·A polished professional who is flexible, self-motivated and energetic, who can work as a team player with existing staff in residence. ·Experience and working knowledge of advanced home systems & technology, computer literacy is a must. ·Excellent time management, punctuality, multi-tasking and attention to detail with follow through from start to finish along with strong organizational skills. ·Applicants should have the proven skills and abilities to problem solve with excellent communication. ·Knowledge of treatment and handling of antiques, fine art and furniture is a must. ·Experience and knowledge for informal and formal food and beverage service and event management. ·Must have a sense and respect of boundaries, exercise discretion, privacy and maintain confidentiality at all times.

·College educated preferable ·Must have a valid driver's license, own vehicle and clean driving record. ·Must have a valid passport with no restrictions for travel. ·Must be eligible to work in The United States. Package:

·Salary will be dependent on previous experience and employment.

·Benefits:

Lunch provided daily

Vacation, personal days & holidays (Exact amount will need to be discussed. Current holidays for Estate staff are only Thanksgiving Day & Christmas Day. Total of all paid days off will likely be around 17)

Bonus eligible

Compensation for indoor house shoes 2x/year

Optional Benefits

Health Insurance

Dental Insurance

Vision Insurance

401K – no company match

Out-Of-Town-Travel

In the event the employee travels with the Employer, they will be paid their regular salary. Additional hours worked beyond the normal work schedule will be factored into the yearly bonus.

All travel expenses will be paid by the Employer.

Personal expenses incurred by the Employee will be paid by the Employee.

Private accommodations will be provided for the Employee.

A private vehicle for the Employee’s use will be provided

Director of Residences
#916 Family is looking for a Director of Residences to manage their multiple properties
Salary Attractive salary DOE
Relocation No
Accommodations This is a live-out position
Location New York City
Status Open
Job Summary

Director of Residences:

Position Description:

This position reports to the Chief of Operations. The Director of Properties (DOP) oversees the family’s residences and household staff and ensures each residence is running smoothly and efficiently. These responsibilities include day-to-day oversight of: household expenditures, service levels, procedures, protocols, maintenance, capital projects, and special projects. The DOP will travel to other properties as needed and remotely lead staff when the family is at another destination to ensure homes and operations are running smoothly.

Qualifications and Character Sketch:

  • Bachelor’s degree
  • Ten years of related professional experience
  • Adept in all areas of estate management and hospitality
  • Ability to wear many hats and transition into additional roles as the need arises
  • Attitude: above and beyond attitude; no task too large or too small
  • Superb written and oral communication skills; gift for distilling information into verbal and written formats
  • Exceptionally organized, intelligent, confident, natural multi-tasker, resourceful and service-hearted
  • Outstanding ability to track and organize all incoming information and distill into actionable points
  • Ability to anticipate next steps by thinking creatively, solving problems, and taking a broad perspective to make the principals’ lives easier
  • Capable of juggling competing deadlines with ease while remaining calm and attentive to detail and accuracy
  • Understands the nature of global travel
  • Takes ownership of work; thinks strategically and is resourceful
  • Proficient in working with the Microsoft Office suite including Excel; technologically savvy
  • Works well under pressure, not easily frazzled
  • Polished, poised, and professional

General Responsibilities:

  • Assume final responsibility for the homes, maintaining orderly operation of staff and systems
  • Provide real time implementation of principal’s requests and support concierge staff when needed
  • Collaborate with principals’ assistants and the family office team to coordinate projects, events, and elevate workflow
  • Attend weekly meetings with Chief of Operations to review pending projects and staff
  • Update the COO and principals on important matters as they arise
  • Execute projects assigned by COO or principals

Residence Management and Maintenance Responsibilities:

  • Oversee the operation and maintenance of all home systems including but not limited to: HVAC, plumbing, appliances, lighting, electrical systems, entertainment, home automation, generators, computers and networks, security/alarm systems/cameras, etc.
  • Develop and maintain a schedule of maintenance to be performed on all systems
  • Proactively walk the interior and property/grounds on a daily basis and inspect and record any maintenance issues to be addressed and review capital projects
  • Oversee the completion of interior decorating projects
  • Understand the security needs for each property and work with COO and security consultant to ensure security systems and protocols are in place
  • Develop and maintain household logs and manuals as needed for each property and schedule annual review of the manual and logs
  • Create procedures and checklists for each property and update as needed
  • Create emergency contact list for staff and vendors and ensure lists are updated every six months
  • Update art inventory whenever a piece of art is relocated, acquired, donated or sold. Collaborate with art consultant and COO on restoration, cleaning, loans, movement, and reframing
  • Update COO as needed on new asset acquisitions
  • Run household errands as needed

Financial Management and Reporting:

  • Supervise the daily expenditures for each residence including staff meals
  • Review and remit approved weekly time sheets for household staff
  • Obtain necessary approval for large purchases or expenses
  • Reconcile credit card every month and return detail and receipts in timely manner

Staff Management/Development Responsibilities:

  • Supervise staff and serve as point of contact between the residence staff and COO
  • Lead by example and ensure staff is punctual and attending to their duties as established
  • Train the staff to implement the highest of standards at all residences. Work with staff members to set priorities for their specific position
  • Advise the staff of general household information including any new procedures. Discuss their concerns with them and liaise with COO as needed regarding personnel issues
  • Monitor staff levels and report staffing needs to COO. Participate in the hiring process
  • Develop and update training programs for new and existing employees
  • Keep records relative to staff performance throughout the year and give to COO
  • Responsible for completing household staff schedules for domestic team and ensure appropriate coverage
  • Coordinate and lead daily/weekly staff meetings; meet with stewards on a weekly basis to review projects, events, travel, and principal’s calendar for two weeks out to ensure all staffing needs are satisfied
  • Conduct orientation for staff new to a property on the following topics: safety, emergency contacts, calling procedures, location of fire extinguishers, tour of home and dwellings, alarms, walkie-talkies, home systems, and coordinate any training specific to the property

Family and Service Responsibilities:

  • Ensure that each residence has a consistent feel and that all the staff understand the principal’s preferences
  • Make sure all staff are up to date on upcoming household activities including events, guests, and timing of particular activities so house operations will run as smoothly as possible
  • Represent principals in gracious manner
  • 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
  • Ensure smooth transitions between residences for both family and staff
  • Oversee upcoming events with team to ensure event is organized per family’s standards.
  • Run personal errands for principals and guests
  • Support interior team when needed with concierge service to family and guests
Executive Assistant / Personal Assistant to CEO
#915 EA to CEO on peninsula
Salary Open to the right person
Relocation Not Applicable
Accommodations Not a live-in position
Location San Mateo, CA
Status Filled
Job Summary
Prometheus Real Estate Group Executive Assistant to CEO Non-exempt POSITION PURPOSE The Executive Assistant for the CEO is a highly skilled administrative professional who provides a wide range of support services and pro-actively oversees all day-to-day activities associated with assisting the professional and personal needs of a busy CEO. The ideal candidate must independently navigate and adeptly handle a variety of interpersonal interactions, and pro-actively anticipate and resolve the needs of the CEO and her Executive team while creating a supportive and smooth operational atmosphere around them. This position requires the ability to work in a fast-paced environment, and frequently be comfortable with change by being very flexible and possess outstanding problem solving and critical thinking skills. This position also requires sound judgement and attention to quality and detail; expert scheduling skills and strong organization of multiple calendars, electronic collaboration and document control. The role requires exceptional planning, prioritization and communication skills as well as capacity to act with utmost discretion. This position reports directly to the CEO and manages the executive’s business and personal matters seamlessly. The Executive Assistant role requires the highest level of service to the entire organization, and sets the example as to responsiveness, excellent service and help to others in the firm. ESSENTIAL FUNCTIONS AVERAGE % OF TIME 75% ? Scheduling and Organization Responsibilities – Primary responsibilities include: planning, monitoring, managing and heavy scheduling for meetings and appointments to ensure meetings are successfully calendared and planned at the direction of the CEO; conflicts and deadlines are anticipated and planned for so that calendar is as efficient as possible. Compose, format and/or type routine correspondence; Accurately files correspondence and other records physically and electronically; Reads and routes incoming mail/packages. Locates and attaches appropriate files to correspondence, if applicable; Answers telephone and gives information to callers or routes call to appropriate person; Conduct phone correspondence with Prometheans and other external contacts. Makes and sends pdf copies of correspondence or other printed matter; Prepares outgoing mail. Partners with department representatives to review and route inquiries; fielding them accordingly. 25% Other Responsibilities – Monitor/maintain meeting and travel schedules; Prepare invoices, obtain signature/approval and timely submit invoices to accounts payable for payment; Perform other functions and special projects, as assigned. Manage the activities, meetings and attendance of the CEO at the Annual MASTERS Conference and other off-site events, which require travel, several times per year. This position is often privy to confidential information and as such, requires diplomacy and discretion. REQUIRED QUALIFICATIONS, SKILLS, AND EXPERIENCE The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities: ? 5+ years’ related experience supporting executive C-level individuals and teams. ? High school diploma or general education degree (GED) required. Associate’s Degree preferred. ? Valid California Driver’s License and Proof of Insurance. ? Experience supporting heavy scheduling including travel. ? Superior calendar management skills, including the coordination of complex meeting management. ? Excellent verbal and written communication skills to produce drafts of talking points and outlines in support of executive communications. ? Demonstrated execution of meeting management and small to mid-size event management for office and organization. ? Must be able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram ? Ability to read, analyze and interpret complex documents. ? Effectively present information and respond to questions from groups of managers, clients, residents, and the general public. ? Computer proficient in Windows, MS Office, Word, Excel, Outlook, and the Internet. Ability to type 40+ wpm. ? Ability to interpret a variety of instructions furnished in written, oral diagram, or scheduled form. ? Ability to speak, communicate, read, write and understand the primary languages used in the workplace including, but not limited to, English in order to maintain safety in the workplace and serve internal and external customers. CULTURAL REQUIREMENTS ? Communicator: Open, articulate and pro-active in discussing issues and sharing information. A great listener. ? Team oriented: Enjoys working with other Prometheans to create great outcomes to both working and living environments. ? Entrepreneurial: Thrives in a fast-paced, changing environment and is excited by the chance to play a larger role. ? Passionate: Passionate about the business, people and performance. Is self-motivated and positive. ? Self-Starter: Able to take things and run with them. Strategically prioritizes multiple tasks in a pro-active manner. ? Creative: Able to see new opportunities not apparent to others. ? Principled: Is ethical; has the utmost integrity and is a positive example for others to emulate. Embraces our vision and mission. ? Brand Ambassador: Acts as an ambassador bringing “I AM HOME” to life. Creates unique Prometheus experiences for all neighbors, future neighbors, and fellow Prometheans. PHYSICAL DEMANDS ? While performing the duties of this job the employee is regularly required to use hands to handle or feel, to reach with arms, and to talk or hear. ? Most work tasks are performed indoors. Temperature is moderate and controlled by Prometheus Real Estate Group environmental systems. ? Must be able to sit at a desk for up to 8 hours per day. Walking and standing are occasionally required. Length of time of these tasks may vary from day to day and task to task. ? Requires standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity. The employee is occasionally required to climb or balance. Must be able to lift up to 50 lbs. occasionally. ? Talking and hearing occur continuously in the process of communicating with residents, supervisors and subordinates. ? Vision occurs continuously with the most common visual functions being those of near vision and depth perception. ? Ability to work primarily with fingers to pick, pinch, type and carry out substantial movements (motions) of the wrists and hands as well. ? Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.
Household Manager
#913 High End Household Manager job in Silicon Valley area
Salary $150K plus for the right person
Relocation Not Applicable
Accommodations This is not a live-in job
Location Peninsula of Bay Area
Status Open
Job Summary

High-profile family in Silicon Valley, CA has an immediate need for a skilled House Manager to join their growing team. This is a rare opportunity which offers a positivework environment, an exceptional management team, and a generous compensation package. We have placed several candidates with this family over the last couple of years; everyone loves their job and feels appreciated.

The ideal candidate will have 10+ years’ experience as a House Manager for a prominent family or individual, excellent references, and longevity in past positions. The House Manager will work as part of a management team which currently includes an Estate Manager and Assistant Estate Manager. Candidates for this special opportunity should be poised, quietly confident, warm, friendly, unobtrusive, and have the ability to lead others by example.

Though Bay Area candidates are preferred, this position is open to any candidate who is authorized to work legally in the United States. Our client’s primary focus is on hiring the best possibleperson for the role and creating a mutually beneficial, long-term, employment relationship.

  • Full-Time
  • Live-Out
  • 5 Day Work Week: Some Evenings/Weekends
  • Start Date: ASAP

Duties:

  • Manage housekeepers, chefs, service staff and vendors, in a professional and friendly manner, while ensuring that maximum efficiency is achieved
  • Work with management team to refine/streamline all estate-related processes
  • Communicate with designers and artists to ensure that fixtures and furnishings are cared for properly
  • Create and maintain an estate manual
  • Plan parties and events
  • Travel to other estates (possible in future)
  • Create and maintain a harmonious, organized, quiet, and peaceful environment in the home

Key Requirements:

  • 10+ years’ experience working as a House Manager for a prominent family or individual
  • Must have longevity in past positions as a House Manager (3+ years in several posts)
  • Must currently work, or have very recently worked, in a long-term position on a fine estate - 10,000 sf plus is important
  • Must be comfortable working under the direction of an Estate Manager
  • Should have strong experience managing 8+ domestic employees(this is hyper-important)
  • Authorization to work legally in the United States
  • Willingness to submit to anin-depth(very!)background investigation after a conditional employment offer is made
  • Household management training strongly preferred
Facilities Manager
#911 Facilities Manager is needed for multiple properties in Colorado
Salary Attractive salary DOE
Relocation Yes
Accommodations Live out position
Location Denver, CO
Status Open
Job Summary

Job Title: Facilities Manager – Private Residences (Newly Created Position)

Job Location: Denver, CO Area

Job Type: Full Time, Exempt

Job Category: Estate Management

Salary: DOE & employer paid medical & 401k

Position Summary:

The Facilities Manager is responsible for maintaining the residential portfolio of a private family with primary residences in the Denver, CO area as well as vacation residences. This position will be responsible for overseeing all building operations, maintenance, safety and security systems, landscaping, irrigation as well as the management of regular contract maintenance performed by third-party vendors. The Facilities Manager will perform hands-on repairs, conduct in-depth inspections and audits of all equipment, plant & building systems and develop routine maintenance checklists, budgets, and logs. This position will report directly to the family and will work closely with the Household Services Manager to deliver superior service, preservation, and enhancement of the family’s assets. This position will manage several direct reports and numerous vendors and contractors.

The Facilities Manager will oversee annual and long-range capital improvement projects, including planning and coordination with building and landscaping contractors, architects, designers, engineers, and other consultants or sub-contractors as may be required. They will be responsible for developing and implementing a Facility Maintenance Master Plan to address deferred maintenance and necessary capital improvement projects. Travel in support of facilities requirements at other family-owned properties will be required. This position is a hands-on role.

Essential Duties and Responsibilities:

Key responsibilities include:

  • Creation of annual maintenance budgets in conjunction with the Family Office team.
  • Creation of daily, weekly, monthly, and quarterly punch lists and maintenance schedules.
  • Identify long-term professional property management resources for remote properties. Initiate and monitor work orders for maintenance staff. In partnership with the Household Services Manager, develop and implement process improvement strategies for tracking and completing work orders.
  • Maintain property files and records, including all past, current and future equipment and maintenance documents (e.g., As-Built drawings, executed contracts, O & M Manuals, warranties, project schedules and specifications, budget documents, bids, etc.)
  • Create and manage safety plans for the building and the residents including, but not limited to, fire protection, emergency plans, and safety plans.
  • Experience with diverse regional environmental land use methodologies including hay production, cattle grazing, etc.
  • Demonstrate poise, grace, diplomacy and the utmost professionalism in representing the family to vendors and service providers.
  • Ensure flawless delivery of all services and systems by participating in and encouraging cross-group collaboration.
  • Communicate clearly and consistently with all property staff and off-site partners.
  • Institute weekly/monthly reporting protocols to keep the family and Household Services Manager fully apprised of the status of all properties.
  • 24/7/365 coverage as required.

Qualifications: The requirements listed below are representative of the knowledge, skill, and/or ability required to perform this job successfully:

Education & Experience:

  • Associate degree (A.A.) from an accredited institution and five plus years relevant experience or the equivalent combination of education and experience.
  • At least 5 or more years of facilities and mechanical systems management, preferably in a private residential setting. Ranch and/or farm experience a plus.
  • Demonstrated experience in maintaining the confidentiality, safety, security, and privacy of a private employer.
  • Five plus years managing direct reports within a high service, action-oriented environment with high levels of accountability.
  • Significant experience with complex mechanical systems including electrical, lighting control, generators, elevator, UPS systems, plumbing, fire sprinkler, and HVAC.
  • Experience working with MS Office is necessary, including Outlook, Word, and Excel. MS Project experience is desired.
  • Experience with project management methodologies including project experience in scoping and budgeting capital improvement projects. Contract negotiation skills and ability to oversee large groups of vendors including architects, builders, engineers, consultants and interior & landscape designers is desired.
  • Excellent written and verbal skills – fluent in the English language. Familiarity with Spanish a plus.

Working Style

  • Need a creative, conscientious problem solver who spends the family’s money like it’s their own.
  • Must be a discreet individual with the ability to work independently as a project leader and as a team member. The successful candidate will be a “self-starter” who can relate well with others in an organized, efficient manner and with a high level of accuracy, attention to detail, and follow-through.
  • Must be a critical thinker with the ability to exercise judgment, set priorities and cope with competing demands. Excellent time-management and general organization skills.
  • Ability to work closely with family members, employees, vendors and design and construction professionals to promote a productive congenial environment.
  • Ability to accommodate a non-traditional work schedule and remain flexible to meet the family’s needs.
  • Possess a hands-on, “No job too big or too small” attitude and have a strong moral compass and sense of personal integrity.
  • Unwavering ability to tackle difficult or challenging issues openly, with tact and candor.
A thorough background and reference check will be conducted for this position.
Household Chef
#903 Household Chef job for city and wine country
Salary Open!!!
Relocation Not Applicable
Location San Francisco
Status Filled
Job Summary

Position Household Chef - San Francisco and Wine Country (Summers and weekends.) This position reports directly to the Estate Manager.

Schedule

Monday through Friday and flexible for weekends if events or guests are in town. Summer schedule varies, but typically Monday - Friday unless there is an event.

Summary of Job

  • Create fresh seasonal, healthy, fresh, organic meals and snacks for young family with three children under the age of seven.
  • Create and work with the Family on weekly menus.
  • Implement both new and favorite recipes in the weekly menus.
  • Favorite recipes must be consistent in preparation and flavor.
  • Meals must be plated or self-serve, striking a balance between both.
  • Meals will be served but most nights you can leave directly after service.
  • Responsible for stocking and maintaining inventory of kitchen items and fresh staples and favorites at all times - dry and refrigerated.
  • Stock house with items for snacks and food for Family to prepare breakfast and dinner on weekends.

In other words, you are fully responsible for all aspects of the kitchen.

Job Description

  • Cook dinners for children to be served by 5:30 and parents by 7:00 pm
  • Create breakfasts that Mister can eat on the way to work daily.
  • Create snacks for the children and other foods to be served throughout the day by the childcare providers.
  • Always have the house(s) stocked with food. No prepared foods from grocery stores unless specifically requested by principals.
  • Prepare weekly menus.
  • Keep book of menus, likes/dislikes and recipes that the family likes – modifying as palates change or dietary needs evolve.
  • Keep up on food trends and new purveyors as well as food precautions to keep the family as healthy as possible.
  • Keep kitchen perfectly clean and hygienic at all times; careful while cooking since children are around (open kitchen.)
  • Check pantry and freezer for expiration dates; toss anything that is suspicious or older than 2 days old.
  • Submit receipts to Estate Manager on a monthly basis.
  • This is a well-stocked kitchen in terms of equipment, but if you find a need for something new ideas are always welcome – just ask!
  • Friday is a long day due to preparing for weekend.
  • Occasional cooking for staff (typically birthday lunches, etc.)
  • Guest care and consideration for dietary desires – occasionally.
  • Events and parties - a few during summer and Jewish holidays during the year as well as other events occasionally.
  • Clean as you go and clean before you leave!
  • Prefer quiet and respectful – happy chef!
  • Remember you are the butler – chef – housekeeper when it comes to the kitchen and pantry. Deep cleaning of oven, stove and outdoor BBQ is done by housekeeper, but chef responsible for daily cleaning of these areas and should be considerate.

Specific Dietary Notes

  • Strictly organic, fresh, small batch, farmers markets, butchers - no shopping at large grocery stores unless it’s for bottled water or items along that line.
  • Must know how to use a GREEN EGG barbeque.
  • No goat/sheep dairy products EVER. EVER.
  • No parsley, oregano, rosemary, sage, or thyme.
  • No duck, quail, veal, bone marrow, foam, gelatin or other rich types of cooking.
  • Low/no carb – protein and veggies.
  • Kids can have whole grain, organic, unprocessed carbohydrates.
  • Conservative with salt (Mrs. has a salt
Package
  • Excellent salary
  • Health Coverage - Kaiser Platinum 100% paid for by employer for employee only
  • Dental
  • Vision
  • Retirement
  • 10 paid vacation days - can roll over into next year but capped at 15 days
  • 5 paid holidays
Executive Operations Director
#901 Looking for a senior executive director overseeing a new client service to family members
Salary $300K+
Relocation Yes
Accommodations Live-out position
Location New York City
Status Open
Job Summary
**For those interested in this position, we need the experience listed below for you to be considered. We will only respond to those candidates that match our client's expectations. Thank you.** Job Title: Executive Operations Director Overview The employer is a Family Office (FO) located in the NYC metropolitan area with properties in other locations in the U.S. The office oversees financial, legal and employee management services for a high net worth, multi-generational family. Position Summary This is a senior executive position in the FO with responsibility for overseeing a new client service function to all family members. The ideal candidate will have experience serving high net worth families and is able to anticipate and meet their unique needs while ensuring that standards and controls are in place. This candidate is someone with a passion for excellence who has worked in hospitality or estate management. He or she must be very flexible, discreet and able to deal with long-range and multi-site planning while attending to the day-to-day details that are so important to the principals. Responsibilities
  • Build-out and consolidate a personal client service function within the FO to serve the family members. Coordinate with other senior executives and functions within the FO, including legal, HR and accounting.
  • Provide oversight for multiple properties across the country, ensuring consistency of standards, procedures and services and serving as key liaison with family members for the management of these households. Develop in-depth knowledge about the unique characteristics of each property.
  • Oversee all household staff at multiple properties including local property managers, chefs/cooks, housekeepers, groundskeepers and others. Duties include:
    • Coordinating with local property managers, or if no local property manager for a property, being the property manager for such property.
    • Ensuring that appropriate policies and procedures are put in place, communicated to staff and adhered to at all properties.
    • Developing best practices in creating staffing models, purchasing of goods and services, working with vendors.
    • Focusing on risk management across properties in coordination with the FO Legalfunction.
    • Hiring, managing day-to-day performance, administering compensation, creatingwork schedules, in conjunction with local property managers where applicable.Training staff to ensure they are knowledgeable about all aspects of their jobsincluding appropriate tools and technology.
    • Updating policies and procedures, job descriptions, delegating and prioritizing tasksand duties.
    • Insuring staff coverage is coordinated between houses and the relevant family officefunctions including executive assistants.
  • Develop a strategic plan that covers maintenance, operations, service standards and financialand reporting guidelines, and train staff.
  • Create effective partnerships with staff in the family office and the principals’ personalassistants to insure that bill paying and other needs are well-coordinated, handled on time andcorrectly.
  • Oversee vendors and travel and financial specialists to bring the principals’ vision for theirhomes to life.
  • Travel in advance of the family to ensure that all their needs are met as they move fromproperty to property.
  • Travel to each property on a regular basis to establish and ensure service levels and overseegeneral operations.
  • Coordinate with in-house construction project manager on renovation projects.
  • Coordinate with the principals’ personal assistants and the family office’s Legal and HRteam, as required, concerning household staff issues.
  • Assist with any additional care of family members and guests.
Requirements
  • Significant experience (minimum of 15 years) in either a family office client service role, orin hospitality or estate management including working in luxury settings.
  • At least 10 years managing staff at all levels with a strong track record of attracting andretaining excellent staff and maintaining a positive work environment. Demonstrate solidunderstanding of management principles and the necessary human resources practices.
  • Personal and professional flexibility and adaptability. Able to work outside of the standardM-Fri/daytime workday.
  • Experience as the lead manager for a large property with past responsibility for staffmanagement, creating and implementing procedures and client experience.
  • Display a true passion for service and excellence.
  • Have a network of sources for staff and services.
  • Knowledgeable in personnel and home management, property and grounds care, basicaccounting.
  • An understanding of best technology practices in household management is preferred.
  • Excellent relationship builder and communicator. Able to work with a wide variety ofhousehold staff and vendors, family office staff and executives.
  • High level of initiative, integrity and organization.
  • Rigorous attention to detail.
  • Highly professional and able to deal with sensitive and confidential information. Diplomatictactful and discrete.
  • Must demonstrate unquestionable integrity at all times.
  • Able to work independently and with a team in a fast-paced environment with the ability to deliver highquality work against deadlines.
  • Minimum level of education: B.A. or equivalent.
Benefits:

Medical Insurance – United Healthcare Platinum Plan -100 % Company Paid for EE + Family

Dental Insurance – Guardian Plan 100 % Company Paid for EE + Family

$50,000 Life Insurance

Full Salary Continuation in certain circumstances for up to 12 weeks, for Disability, Workers Comp, Paid Family Leave, Paid Parental Leave

3 weeks vacation 5 personal days 5 sick days 401k – Company contributes 4% regardless if employee contributes or not

Healthcare Flexible Spending Accounts – Allows employees to set aside pre-tax dollars to pay for medical expenses

Commuter Flexible Spending Accounts – Allows employees to set aside pre-tax dollars to pay for commuting expenses Relocation package provided

Property Manager
#900 Property manager for home and grounds in northern marin county
Salary Open for the right person
Relocation Not Applicable
Accommodations Not a live-in job
Location Marin County
Status Filled
Job Summary

Job Title: Property Manager with positive attitude and friendly demeanor

(prefer locals to northern California as they are familiar with flora and fauna and vendors)

Location: North Marin County, CA

Schedule: Monday through Friday, but flexible for weekends when needed by family/principal

Overview: This is a new position for the family. Newly purchased extensive property ready for someone to oversee land and house projects, maintenance, research contractors, create budgets, timelines, handle proposals, etc., while also being a great communicator with principals. They want someone that has experience in working autonomously, creating positive relationships with vendors, handling a multitude of projects all while keeping on a smile. You will have the freedom to make your own decisions but always with the principals’ best interest addressed. Good natured, trustworthy problem solver!

  • Second extensive property next door will also need assistance.
  • You will be around the family’s children and thus we need someone that is child-friendly, able to be patient while they might ask questions and even want to help you on the property.
  • Family has a dog, will be getting chickens and might consider goats for property maintenance.
  • Position is labor intensive the first two years or so and transition into “maintenance” and controlled projects after everything is set up/built.

The main residence is on the peninsula, this is a secondary (weekend/vacation) property for the family that you will be overseeing:

  • Marin county:
  • Need to get housekeeper, on-call or as-needed (eventually)
  • Need vendors
  • Need contractors
  • Need tree care contractor!!
  • Peninsula
  • Personal Assistant part-time
  • 2 Nannies
  • Housekeeper
  • Vendors
  • Duties:

    • Handy-person take on tasks that don’t need to be outsourced; simple fence building or repair, checking irrigation, small house repairs, carpentry, lighting, etc.
    • Manage constructions projects for large grounds and homes
    • Projects to address: trees, garden design and upkeep, water management, agricultural, irrigation systems, road maintenance, fruit orchards, natural stream maintenance, propane, pest control (big four-legged ones, two legged ones and the little burrowing ones and the flying/crawling ones!), wells/pumps, power generator/back-up and fire suppression
    • Overseeing construction of a pool
    • Construction of a chicken coop and on-going care of said chickens
    • Help create vegetable garden and maintain
    • Create trails on property
    • Ongoing field management with goats?
    • Reporting monthly cost analysis and annual expenditures
    • Address each project with full analysis of cost, timeline and materials necessary; present for approval by principal
    • Analyze all present costs homes incur from utilities to supplies and determine if there can be changes made through “green” methods or other cost-effective techniques – example; solar and water capture
    • Set up and maintain systems/schedules in each home by creating a maintenance manual and household manual (where applicable) to create efficiency
    • Manage and maintain timelines and scheduling for projects with vendors and subcontractors
    • Create reports to update principals on status of each property and projects
    • Plan and execute budgets
    • Keep track of all expenses for tasks under the direct control of this position and submit to principal; organizing bills/invoices and approving invoice for payment via knowledge of the work the vendor performed and being aware of “padding” (time and costs)
    • Keep up on newly acquired contents/purchases for inventory lists and insurance records
    • Setting up contracts with subs such as housecleaners and mowers for on-going maintenance
    • Pets; feeding and vet care
    • Errands as needed
    • Preparing house for family arrival, stocking with foods and other items
    • Coordinating/completing furniture delivery and assembly

    Skills required:

    • Construction projects; new and renovations for home and grounds
    • Research and vetting efficient/experienced contractors and vendors for projects
    • Knowledge of computers (Mac and PC), household and grounds’ systems and more
    • Worked in high end homes managing extensive lands
    • Background and understanding of HVAC, AV, plumbing, lighting, extensive grounds, irrigation, water features, outdoor facilities, gardens, trees, roads, propane, pest control, generator and power supply and range land
    • Diplomacy – to be able to work with neighboring properties/principals as well as city/county offices to obtain permits and negotiate when needed
    • Gracious
    • Kindness
    • CONFIDENTIALITY IS A MUST

    Communication and work style:

    • Partner with principal
    • Work autonomously but collaborative with principals
    • Clear and concise – easy to talk to but not too much
    • Text or email
    • Create easy to read reports and task sheets
    • Takes initiative
    • Hands-on
    • Friendly personality with family/extended family and friends

    Package:

    • Top tier salary – open to the right person
    • Bonus plan
    • Health insurance
    • PTO
    • Holidays 9 national holidays off unless needed for events in which you will be given another day off

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

    Assistant to Chief of Staff for Family Office
    #896 Accounting and philanthropic support to COS in San Francisco Family Office
    Salary Open to the right person
    Relocation Not Applicable
    Location San Francisco
    Status Filled
    Job Summary

    Job Title: Executive Personal Assistant to the Chief of Staff for family office

    Location: Based out of San Francisco, CA

    Environment: Residential family office, informal but professional. Work with a long-term staff in support of the residences, principal, family and extended family. Ability to take direction from the principal and COS as well as working independently.

    This individual must have a history of working around confidential information and keeping all work and information as such.

    Residence: The main residence is in San Francisco and is approximately 10,000 plus square feet. Principal also has two other properties that need financial documentation and reporting.

    Staff:

    • Main Residence:
      • Chief of Staff – overseeing family office and philanthropic work
      • Two long term housekeepers in main residence
      • Household Manager/Personal Assistant
      • Grounds’ staff
    • Tahoe
      • Caretaker
    • Sonoma
      • Caretaker
      • Grounds crew (3 full-time)
      • Part-time housekeepers

    Schedule: Monday through Friday. Some flexibility with off-hours when needed due to principal’s travel or emergencies. Daily hours: 9 AM – 5 PM

    Duties:

    General – assisting COS and taking on various duties as requested by principal

    • Maintain financial reports to keep principal and COS aware of status of their entities
    • Assist with bookkeeping functions on QuickBooks
    • Become familiar with filing system for household accounts and tax-related materials
    • Possible IT support depending on expertise
    • Upkeep of FileMaker Pro database
    • Support COS by familiarizing yourself with all external relations; banking, investment, accountants and legal
    • Learn important colleagues and friends in principal’s life
    • Cross train in all departments for coverage

    Philanthropic

    • Upkeep of FileMaker philanthropy database and report preparation using both Excel and Filemaker database.
    • Assist with foundation/philanthropic correspondence – must be articulate and compose well written letters and memos
    • Collaborate with principal and COS on philanthropic and personal functions/events/parties
    • Help create website for family fund and keep up to date
    • Respond to and follow up with foundation-related phone calls, set up conference calls, invitations, etc.; keeping track and coordinating with the principal’s calendars and communicating with team on updates
    • Board meeting schedules; collection of data, reports, minutes and agendas for board committees
    • Learn philanthropy processing, tracking and filing systems and assist in keeping up to date

    Residential

    • If needed run errands and shop for supplies and personal items
    • Pitch in with staff when needed; last minute, special events or possibly when staff is out sick
    • Drive principal on occasion

    Skills required

    • Knowledge of the fundamentals of accounting and strong Math and Computer skills with meticulous attention to detail is required.
    • Mac and MS Office based office; demonstrated proficiency with Microsoft Word, Excel and QuickBooks, experience with Filemaker database is a plus.
    • Ability to work with grandfathered staff is mandatory!!!
    • Keeping principal’s confidentiality honored at all times – with in-house staff as well as outside vendors
    • Open to attending professional development workshops or classes (encouraged)
    • Love working autonomously as well as with a team in a private home or office setting
    • Past experience working as an assistant for C-level employer or as a personal assistant in a private residence or both
    • History of long-term employment
    • Friendly and flexible
    • Ability to talk to people from all walks of life; dignitaries to staff/vendors!
    • Excellent writing skills; grammar, watching for typos – auto correct, good proof-reader, eloquent and proper in execution as you will be writing for the principal
    • Good conversationalist, outgoing, positive attitude
    • Maintaining grace, style, protocol at all times
    • College degree and strong academic performance is a positive addition
    • Clean background check and verifiable references
    • Valid drivers’ license, auto insurance and reliable transportation

    Work style: Partner with Chief of Staff and Principal - please note though that much of the job will be assisting COS and often entails working alone.

    Package

    • Salary - Non-exempt status; rate of pay open to the right person
    • Overtime – time and a half
    • Bonus - discretionary
    • Medical insurance – California Choice - 100% Kaiser Gold B or that amount applied to other company-offered insurance
    • Vacation – two weeks
    • Sick days – complies with San Francisco sick-leave policy
    • National holidays – several off during the year – Christmas, New Year’s Day, Presidents’ Day, Memorial Day, 4th of July, Labor Day and Thanksgiving Day. (7) Generally household staff will plan vacation with Principal’s schedule.
    Travelling Personal Assistant
    #887 Personal Assistant for Miami based employer
    Salary $150,000 DOE
    Relocation Not Applicable
    Accommodations Not a live-in position
    Location Miami, Florida
    Status Filled
    Job Summary

    Travelling Personal Assistant - administrative and hands-on

    Full-Time, Must live in Miami, Florida

    Looking for a full time administrative and hands-on Personal Assistant to assist a busy HNW individual with his daily life and household needs in Miami. We are looking for someone to make the client’s personal life comfortable, stress-free, positive, and organized. Must thrive on details and relish making your boss’ life flow well. Will manage schedule, make appointments and reservations on his behalf, run errands, and act as a gatekeeper for visiting clients and vendors working at the home.

    Must be a true thinker, business professional able to work with others and autonomously. The most vital part of the role other than being highly organized and diligent, is discretion. The ideal candidate will have assisted for a minimum of 5 years in a Personal Assistant role with strong references. Must be flexible, as there are no ‘set hours’ . Travel is required up to 50% per month, both domestically and internationally so must have a valid passport. You will createthe travel plans, travelin advance for set-ups, travelwith principal to assure all needs are met. Knowing where to go, how to get there and taking out all hiccups for the principal! Best person for this job will know how to research and stay up on travel destinations, cools places to go, restaurants the principal might like, activities he might want to participate in, etc. Last minute changes will always happen and this person needs to be calm, collected, unflappable and able to dive in and find alternative ideas and make it happen.

    Duties may include, but not limited to: time-management, packing / unpacking for trips, meal planning for meal delivery, shopping, running errands, taking pet (little dog) to vet and grooming appointments, advance evening engagements to ensure table is reserved and restricted diet requests have been met, securing special requests, research, meeting vendors at the house, working with minimum staff, and one to one with Principal. No two days are the same, so must be flexible and good with spontaneity. Assistant will serve as support to the Estate Manager, and other team members.

    Skills Required:

    -Must have excellent written and oral communication skills

    -Strong Interpersonal skills and loves to be of service

    -Enthusiastic and Energetic personality

    -Must be able to handle high pressured situations in an atmosphere of shifting priorities with ease while remaining focused and calm under pressure

    -Candidates must have the willingnessand stamina to work long, unpredictable hours and possible weekends and/ or holidays if requested

    -Being proactive and ahead of the game is key- anticipating needs, prioritizing, initiating, following up until completion. Enjoys accomplishing tasks

    -Must have a professional demeanor and self preservation at all time

    -Very tech savvy, proficient in MacOS, iOS, google docs

    -Enjoys researching every possible scenario for Principal

    -Must be resourceful, self-driven, and a true problem solver delivering solution oriented results

    Compensation:

    - 150K plus DOE

    -Health Insurance and 401K

    Overnight Personal Assistant
    #885 Overnight PA job in the city
    Salary Open
    Relocation Not Applicable
    Accommodations This is a live-out position but requires five nights at the residence
    Location San Francisco
    Status Open
    Job Summary
    Lovely employer in the city is looking for an Overnight personal assistant. The house has a full time day staff but needs someone overnight to attend to items the day staff didn't get to. This position would start at 5 or 6 pm– stay overnight – run errands, drive on occasions to appointments – basically be there to deal with anything that is required. They need to be calm in the event of an emergency whether medical or other type of emergency. Assist with computer needs, filing, wardrobe, food service and clean-up and pitch in where necessary. You are also expected to answer phones and doors; take in any packages etc. This position will end at around7-8 am. Anticipate Sunday - Wednesday night coverage – 3-4 nights a week. Hourly wage. If principal travels, you don't need to be there. The principal might travel extensively at times and you could be asked to join - potentially. You will be paid your base wage if the principal travels and they also have great benefits!! .
    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 On-hold
    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
    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 On-hold
    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 including one overnight a week.

    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 Filled
    Job Summary

    Personal Assistant #2for Couple in San Francisco M-F 9:00 - 5:30

    • 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/MAC products ( laptops, iphones, ipads), Microsoft Word, Excel, iCal, 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

    Don’t see what you are looking for?

    We are always looking for well qualified talent from executive assistants to executive housekeepers nation-wide. Register for representation.