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Hands-on Household Manager / Property Manager
#832 Hands-on Household Manager / Property manager is needed for Peninsula home
Salary Attractive Salary DOE
Relocation Not Applicable
Accommodations This is a live-out position
Location Peninsula of the San Francisco Bay Area
Status -
Job Summary

Job Title: Hands-on Household and Property Manager

Location: Peninsula of San Francisco Bay Area, CA

Schedule: Flexible and as required

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

Overview: The family is currently living in a6,000 sq. ft. home and will be moving into a larger home by the end of the year.They have a long term staff in other locations as well as a family office for support.They need someone to oversee and perform hands-on duties. Actively monitor the property, grounds and home. This position will work with other staff members at the family office to manage the life stylestandards that the principal has established.Excellent communication with the team is of essence; whether by email/text/phone or meetings.

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

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

Support staff:

General Manager

Family office support staff

Duties:

Hands-on overseeing and maintenance of property and house

Shopping and stocking house and property

Walk through house and grounds daily; pick-up, organize and clean; deep cleaning rotation

Dog care, sweet Labradoodle; feeding, grooming, walking, vet care and occasionally taking to your home for overnights while principals travel

Driving principals on occasion

Errands and shopping

Packing and unpacking for travel

Closet organization; shoe care and wardrobe care

Maintain automobiles; records, cleaning and maintenance

Oversee vendors creating a happy environment

Report directly to General Manager

Utilization of handheld devices and computers for communication with General Manager

Create task sheets, reports, research on property’sneeds

Monitor household cost/energy saving methods; research and report new ideas

Keep track of monthly expenses

Research, authorize and hire or maintain approved vendor list

Work with vendors; overseeing their work and approving invoices

Maintain household manuals

Upkeep of inventory lists for shrinkage and insurance purposes

Manage wine collection; receiving and stocking along with maintaining temperature controls

Understand and maintain household technology systems: security, lighting, climate, AV, HVAC and others

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

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

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

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

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

Attend meetings as necessary, meet financial review reporting deadlines

Main emergency contact person for property

Skills required:

²Ability to run home and grounds with minimal or no interaction with principals; take direction from General Manager and execute “invisible” service

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

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

Anticipate principals’ needs and execute with ease

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

Intelligent, knowledgeable, quick to grasp new things

Sense of humor, not ego driven

Ability to resolve issues

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

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

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

High level of intelligence, clear and concise communicator

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

Multi-tasker

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

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

College degree is desired but believes that experience is also important

Execute extreme level of confidentiality

Diplomacy

Gracious

Kindness

Invisible service execution

Work style: Partner with General Manager

Package:

Attractive salary DOE

Bonus on merit

Health, dental and vision insurance (premium fully paid by employer)

Life insurance policy (1x earnings)

401K with 6% matching

3 weeks vacation and 3 floating holidays

Office space in family office

Yearly reviews conducted

Caltrain Pass

Reasonable relocation costs to be determined

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

Personal Assistant / Dog Lover
#830 Must love dogs - no cats
Salary Open
Relocation Not Applicable
Accommodations Not a live-in position
Location Los Angeles (Los Feliz Area)
Status Open
Job Summary

Executive/Personal Assistant - Estate Manager

MUST LOVE DOGS

Los Angeles-based couple and their dog seeks an PersonalAssistant to ensure the smooth running of their home in the Los Feliz area and toassist with personal and professional tasks. Limited oversight of couple’s otherhome in Hawaii and a small, tenant-occupied condo in Los Angeles is alsorequired.

Looking for a sophisticated individual—tech savvy, efficient, personable, highly

organized and articulate. You will be representing the principals in everything you

do, including answering the phone, composing emails, writing letters, dealing

with vendors and greeting guests. Salary negotiable, depending on experience.

Three most important components of this job:

1. Must love dogs

2. Be able and available to stay overnight for one, two and maybe on a grand occasion three weeks at a time - dog sitting - several times a year and many times during the holidays

3. 1/3 of the job is financial - please have QB or Quicken experience

Some of the more particular personal requirements and duties are:

·Superior organizational skills, as well as the ability to multi-task within an

environment where both individuals work from home

·Fluency with Mac, Apple devices, MS Office office, Excel, Quicken is

essential as is the ability to maintain household accounts, and conduct Internet

research

·Care of a lovely terrier, who requires trips to the vet on occasion and daily

walks (a responsibility often shared with the owners)

· Oversee the home and grounds making sure things are taken care of and reporting to each team if something needs to be addressed

· 8:30 am to5:30 pm M-F when employers are in town, with infrequent work after hours andweekends

·Assisting principals in coordinating appointments, travel arrangements,events and meetings

·Running errands

·Reviewing mail daily; reconciling statements and paying bills

·Liaising with marketing and PR professionals as well as attorneys and

financial support for principals’ organizations and interests

·Staying at the primary residence 24/7 whenever principals travel, (currently

approximately 20% of each year)

· Having a car with valid driver’s license

· Handling confidential matters

· Possessing an excellent command of the English language, both spoken

and written.

Household/Estate Manager
#828 Overseeing home, family and staff for a city residence and Sonoma home
Salary Open to the right candidate!
Relocation No
Accommodations Not a live-in position
Location San Francisco Bay Area
Status Open
Job Summary

Job Title: Estate and Household Manager

Location: San Francisco & Sonoma (Summers)

Schedule: Monday through Friday, but flexible for family needs and activities

Travel: Occasionally

Home Environment: Informal but professional, organized, efficient, caring, happy! Three children ages 2-5.

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 that is supportive and will team up to make sure the family's needs are covered.They need someone to oversee, manage and actively monitor the home, family, and staff. This position will maintain and handle projects, develop systems and handle daily needs of family, including maintaining and building support/back up staff and vendors, maintaining excellent communication between family, staff and vendors, and continuing to bring the level of service to the principal’s lives that they have grown to enjoy. They are a youthful, fast-paced, upbeat and fun family.

They have chosen to surround themselves with wonderful people. They expect that all of their staff will be professional while being informal 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 San Francisco with a summer home in Sonoma. Two additional remote residences are managed by local property managers and require limited coordination.

The following personnel support the family in San Francisco and Sonoma:

  • This Position
  • Household Assistant
  • Chef
  • Nannies
  • Housekeeper
  • The family is looking for someone who is self motivated, very organized and hasstrong multitasking capabilities. The ideal candidate has excellent judgement and is comfortable making decisions on behalf of the principals. The family is looking for strong communications and people management skills. Ideal candidate enjoys children and would value developing relationships with the entire family.

    Duties:

    • Manage daily operations of both primary and sonoma home
    • Maintain and set up systems to create efficiency
    • Create task sheets and punch list to keep track of household /estate(s) 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-communicate with staff as needed, create a team environment. Oversee hiring or termination of new staff when required.
    • Schedule all staff and maintain online calendar
    • Manage and maintain project, event and construction timelines for projects with vendors and subcontractors
    • Understand and maintain Savant, Lutron, Siedle home automation systems and be able to trouble shoot / work with vendors on these and Apple products
    • Understand and manage Avigilon surveillance system
    • Manage employee time tracking through T-sheets
    • Coordinate outside security service company
    • Manage home network
    • Manage Office 365 account for family and staff use
    • Manage local and monitored alarm system.
    • Maintain secure records and change all properties access codes as needed.
    • 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
    • Train and keep staff updated on emergency preparedness. Maintain earthquake supplies up to date
    • Manage all guest care; liaise with family and extended family members to assure their comfort, rooms readied, special needs/foods, travel, car, activities, etc.
    • Book restaurant reservations for date nights and special events
    • Coordinate purchases for family of basic items (mostly on-line shopping), coordinate misc repairs and maintenance of family items, etc.
    • Plan events with staff and principals to assure the smooth running of each event
    • Manage art and wine in home
    • Work with architects, interior designer and art consultant
    • Manage gift list, holiday card list, gift shopping, keep list of creative gifts for future giving
    • Handle mail, email, thank you notes, correspondence
    • Manage and maintain inventory of items in storage
    • Maintain automobiles; washing, maintenance and records
    • Cross communicate as necessary with Executive Assistant (at Principal’s firm)

    Skills required:

    • High level of experience with computers – Mac and PC, household systems and more -
    • Hands-on troubleshooter for all systems including IT
    • Good at record keeping for holiday lists, procedure changes, family calendar, etc.
    • HR - good understanding of CA HR and labor laws; working with attorney and HR expert/consultant but well versed enough to manage the day-to-day HR issues
    • Worked in high end homes, long-term for several employers
    • Managed staff members with good track record of long-term employment retention of team - team builder!
    • High level of intelligence, clear and concise communicator
    • Excellent driving records, skilled and safe driver
    • Hands on employee, capable of basic repairs and projects
    • Enjoys children - (have the energy of the young but maturity of the older...)
    • Organized and quick pace
    • Multi-tasker
    • Self –starter/Self-motivated but with ability to take direction from principal
    • 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:

    • Top tier salary
    • Bonus on merit and longevity
    • Full benefits
    • Vacation/holidays

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

    Household Manager / Childcare
    #826 Household Manager - childcare provider as well
    Salary Open DOE
    Relocation No
    Accommodations Not a live-in job
    Location Mid Peninsula Bay Area
    Status -
    Job Summary

    They are a really nice and respectful, highly intelligent, system oriented, organized family of 4, two children in elementary school. Presently living in Menlo Park but moving into their newly built Atherton 8,000 sf home in August/September. Theywill need help with the children, moving homes, setting up systems, household manuals, vendors and more.

    Details:

    • 9:00 to 6:00 pm shift, be flexible and open to changes depending on the needs and situation with the family
    • Support of a full-time housekeeper and household assistant/cook
    • They will give you a stipend towards health insurance
    • Salary open for the right person

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

    Other duties will be helping with the move, organize, systems set up, household manuals created, to do lists, task lists, check lists for their events/travel, etc, inventory lists, mechanical manuals, pro-active maintenance schedules, working with the vendors to find out how to care for everything in the home, write it down and add that to the manual, work with the housekeeper - they might hire a chef but will need you to cook for the children and the family if you have that talent.They are vegetarian and like Indian food as well as all international cuisines. Healthy, seasonal, local....you know...good food.

    Daily duties as per principal's description:

    • household management and maintenance; pool, garden. repairs, etc.
    • Household organization
    • Identify and coordinate after school activities and tutor for the children
    • Manage play dates
    • Taking kids to doctors
    • Contribute to intellectual growth for children
    • party planning
    • gift purchasing and wrapping

    Personality traits:

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

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

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

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

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

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

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

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

    • Very warm, personable and kind family

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

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

    Excellent salary and full benefits.

    Household Manager
    #819 Household Manager for busy Atherton family with a touch of childcare
    Salary Open to the right person
    Relocation No
    Accommodations not a live-in position
    Location Mid-peninsula
    Status Filled
    Job Summary

    They are a very fast paced family of 4, two children in elementary school. Presently living in Menlo Park but moving into their newly built Atherton 8,000 sf home in August. Theywill need help with the children, moving homes, setting up systems, household manuals, vendors and more.

    Details:

    • 45 hour week or less
    • 12:00 noon to 9:00 pm (they might come home earlier and you can leave)
    • Flexibility to stay late 1-2 times a week (date night or late at work)
    • They will give you a stipend towards health insurance
    • Salary range from $75-85K DOE

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

    Other duties will be helping with the move, organize, systems set up, household manuals created, to do lists, task lists, check lists for their events/travel, etc, inventory lists, mechanical manuals, pro-active maintenance schedules, working with the vendors to find out how to care for everything in the home, write it down and add that to the manual, work with the housekeeper - they might hire a chef but will need you to cook for the children and the family if you have that talent.They are vegetarian and like Indian food as well as all international cuisines. Healthy, seasonal, local....you know...good food.

    Daily duties as per principal's description:

    • household management and maintenance; pool, garden. repairs, etc.
    • Household organization
    • Identify and coordinate after school activities and tutor for the children
    • Manage play dates
    • Taking kids to doctors
    • Contribute to intellectual growth for children
    • party planning
    • gift purchasing and wrapping

    Personality traits:

    • Self starter
    • Excellent at organization
    • Attune to emotional well being of children
    • Open to taking direction and feedback
    • Multi-tasker
    • Tech savvy
    Household / Property Manager
    #817 Looking for a Household Manager/Property Manager for Beverly Hills Home
    Salary Attractive salary DOE
    Relocation Yes
    Accommodations This is a live out position
    Location Beverly Hills, CA
    Status Open
    Job Summary

    Positon: Household Manager/Property Manager

    Location: Los Angeles – Beverly Hills

    Schedule: Flexible and as required. This is an Exempt position

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

    Overview:

    The Property Manager is responsible for the overall care of the property, the assets of the property, management of the staff and client satisfaction.

    The duties described below do not encompass every facet of the Property Manager’s responsibilities but rather provides the general requirements, essential job functions, necessary capabilities and management responsibilities.

    The Property Manager will maintain the property at the highest level of quality, luxury and service offerings as depicted by the properties design, decor, client needs and direction from senior management. The requirements of the client paired with the unique nature of each property will drive the direction of daily management, long-term objectives and staffing needs. It is the responsibility of the Property Manager to meet those objectives.

    Basic requirements will include but are not limited to: the ability to be decisive, manage and supervise the staff, manage vendor relationships and oversee work product and efficiently and effectively navigate projects based on the dynamic schedule of the client. This position functions as the strategic property leader for both short and long-term development, oversees capital strategies and ensures implementation of the property service code. The position plays a strategic role in both budgeting and planning, including but not limited to establishing and enforcing controls and procedures.

    The Property. Manager is responsible for development and training of the staff. The staff must meet the client’s needs and comply with all company policies. The Property Manager is the leader, mentor, educator and advisor to the household staff and vendors. The nature of the position requires the Property Manager to be available to the property, staff and client at any given time.

    Education and Experience:

    At least 6-8 years progressive experience in a household residence, condo/owner related facility, hotel or related service oriented field; or a 4-year college degree and at least 4 years of related experience; or a 2­year college degree and at least 6 years in an executive leadership position in a similar role. Additional preferred skill sets include: Project Management and Facilities Oversight.

    Essential Requirements:

    Must be able to convey information and ideas clearly.

    Must be able to evaluate alternative courses of action quickly and accurately.

    Must consistently meet deadlines.

    Must be able to multi task.

    Must have an understanding of exceptional quality and luxury.

    Must be effective with handling issues in the workplace; have an ability to anticipate,identify, prevent and solve problems as they arise.

    Must have the ability to assimilate complex information and data from disparate sourcesand be able to translate, consider, adjust, or modify the information to solve the constraints of the particular need.

    Must be an effective listener with the ability to understand, clarify and resolve issues raised by co­workers, vendors and the client.

    Must be able to work a very flexible schedule and to respond quickly to household or clientneeds.

    Must have a clean driver’s license and access to a vehicle

    Primary Responsibilities:

    1. Responsible for all activity relating to or involving of the property.

    2. Responsible for maintaining all physical structures, buildings, grounds and associated facilities to the highest of standards.

    3. Responsible for accomplishing financial goals of the property, leading a productive staff and ensuring client satisfaction.

    4. Manages with an exemplary code of conduct.

    5. Oversee, schedule, manage and coordinate all staff activities.

    6. Maintain a professional, attentive, friendly, courteous and responsive approach to all encounters with the client, guests of the client, vendors and employees.

    7. Responsible for acting as the main emergency contact person for the property.

    8. Maintain an ethical business environment.

    9. Maintain a warm, inviting and friendly demeanor at all times.

    10. Responsible for overseeing the daily care of any pets..

    11. Responsible for daily property inspections and documenting necessary repairs, capital needs and areas that require attention or improvements.

    12. Conduct weekly meetings, or as often as needed, with staff to convey property and client needs/goals, to assign daily and weekly assignments, to address areas of improvements and communicate vendor and client residence schedules.

    13. Facilitate the orientation for new staff including but not limited to: a review of responsibilities, code of conduct, appearance standards, job performance expectations and a review of human resource related documents.

    14. Ensure all personnel paperwork is completed and satisfies the requirements of the company.

    15. Responsible for meeting financial review deadlines.

    16. Responsible for comprehending the daily, weekly, monthly and annual financial matters of the property.

    17. Responsible for attending financial reviews and for responding knowledgably to financial questions.

    18. Responsible for the development of the staff through facilitated on-site training and property sponsored programs.

    19. Conduct regular training of service standards with staff.

    20. Responsible for creating a positive team-oriented environment, which focuses on quality, respect and pride.

    21. Ensure complete processing of vendor invoices in accordance with the company’s policies.

    22. Ensure that the corporate office has received all required supporting documents in compliance with the company’s financial policies such as: expense reports, invoices and petty cash.

    23. Responsible for maintaining a professional appearance at all times.

    24. Plan, organize and manage private functions.

    25. Responsible for purchasing household supplies, materials for staff and miscellaneous errands as required by client.

    26. Responsible for developing rapport and maintaining positive relationships with neighbors, governing bodies, associations and other agencies which impact the client’s best interest of ownership.

    27. Prepare and conduct all staff interviews and follow hiring procedures according to company standards.

    28. Responsible for motivating, counseling and disciplining property personnel according to company policies.

    29. Ensure that all staff, colleagues and vendors receive fair and equitable treatment. Also maintaining a comprehensive and up to date vendors contact list.

    30. Responsible for property security, which may include but not limited to: security devices, sensors, cameras, computer hardware and software, security reporting requirements, review and analysis of those reports, vendor background checks and client safety. Working closely with the Director of Security.

    31. Responsible for property internet connections, telephone connections, cable and satellite equipment, computer systems, printers, wiring and wireless networks.

    32. Conduct emergency procedural meetings, ensure all necessary equipment and tools are on site at all times.

    33. Ability to analyze, compare, evaluate and select vendors based on meeting the required level of work, time frame and budget.

    34. Other duties both assigned and intrinsic to the position.

    Package:

    • $120,000.00 - $135,000.00 DOE, salary reviewed annually
    • Up to 25% of base salary as a Bonus payment annually paid at year end and based on merit
    • Medical, Dental, Vision insurance, Short Term and Long Term Disability all paid 100% for the employee and 50% for family.
    • Company paid Life insurance policy (1x earnings)
    • 401K with 6% matching
    • 3 weeks paid vacation annually plus a list of company published public holidays
    • Reasonable relocation costs to be determined
    • Company provided cellphone.

    Prefers locals but is willing to relocate for the "right" candidate.

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

    Household Concierge / Steward

    Position Description:

    This position reports to the Estate Manager (EM). The Household Concierge / Stewardis a hybrid role encompassing concierge, steward, butler and personal assistant. The Household Concierge / Steward travels to various properties and destinations where the family is staying and works from these locations. At these various properties and destinations, the Household Concierge / Stewardis responsible for: (i) real time implementation of principal’s requests for all of the principal’s personal needs and comforts (ii) maintaining a clean, organized, and meticulous home and ensuring that the home, logistics, and operations are running smoothly (iii) project management and (iv) supervision of housekeepers.

    Household Responsibilities:

    • Develop and maintain an interior cleaning schedule for regular and deep cleaning for all properties
    • Assist the housekeepers with specialty cleaning or household projects
    • Ensure that each residence is stocked with the principal’s desired toiletries, personal items, cleaning products or anything requested by the principal
    • Daily survey of the home and the interiors of all the dwellings
    • Oversee inventory of household items, personal products, office supplies, linen closets and ensure all inventories are organized and current
    • Receive and record incoming packages and deliveries
    • Shop for household items and maintain an electronic inventory of supplies
    • Run household errands as required
    • Create floral arrangements and installation of seasonal/holiday décor
    • Oversee the care of the family dog
    • Manage online accounts, i.e. Pandora, Amazon, etc.
    • Organize storage areas and maintain inventory
    • Oversee wardrobe maintenance and inventory of loan items
    • Execute projects as assigned by the Chief of Operations (COO) and EM. Generally, projects will be smaller in scale i.e. ordering new sheets and towels, scheduling repair of a television/light fixture
    • Follow procedures and checklists for each property and update as needed
    • Collaborate with Worldclinic and ensure residence kits are current at each property and notify Worldclinic when medications are used

    Travel Responsibilities:

    • Pack principal’s clothing and personal items and send in most efficient manner to destination prior to their arrival
    • Create and maintain electronic packing inventory for each trip so it’s quick and easy to retrieve and review the items that were sent
    • Travel as needed between properties/destinations when required
    • Unpack clothing and personal items and place items in the appropriate place for principal’s comfort
    • 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
    • Review and execute pre-arrival checklist prior to arrival
    • Ensure easy transitions between residences for both family and staff
    • Coordinate travel with principal’s assistants and assist as needed

    Staff Management/Development Responsibilities:

    • Create and implement training module (on-boarding) for housekeepers
    • Train housekeepers to implement the highest of standards at all residences and on cleaning procedures
    • Supervise the quality of housekeeper’s work and conduct daily inspection of interiors
    • Lead staff briefings when EM isn’t present or as assigned by EM
    • When assigned, provide 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 like a driving tutorial
    • Participate in interviewing new staff when requested by COO

    Service Responsibilities:

    • Ensure that each residence has a consistent feel and that the housekeepers understand the principal’s preferences
    • Provide personal and concierge service/assistance to family and guests and support for activities/events including all fitness training programs
    • Oversee and manage guest arrivals/departures including special requests, food, and concierge services
    • Advise all interior staff on upcoming household activities including events, guests, and timing of particular activities so house operations can run as smoothly as possible
    • Run personal errands for principals and guests
    • Represent principals in gracious manner when interacting with vendors, answering the phones and doors, taking messages, and receiving deliveries
    • Events: DOC will take the lead on events and work closely with Principal’s Personal Assistant (PPA) and principal on organizing/executing events
      • Review and comprehensively understand all aspects of the event at least three weeks prior to event date or earlier; complete Event sheet and share with PPA and EM
      • Oversee: food and beverage, table setting/service, décor, flowers, rentals
      • Coordinate additional staff and/or vendors as required
      • Supervise set-up and ensure smooth running of the event including temperature, lighting, music, talent/guest speakers
      • Act as point of contact for event
    • Provide meal set-up (set the table) and bartending services for family and guest
    • Serve meals when needed
    • Oversee exercise/activity equipment: maintenance, inventory, and support during events, kite equipment, hunting bows, bicycles
    • Coordinate pick up and drop off of family and staff when working at seasonal property

    Local candidates only please.

    Personal Assistant / Household / Estate Manager
    #790 PA/HM for couple in San Diego
    Salary $100,000 plus DOE
    Relocation No
    Accommodations Not a live-in job
    Location San Diego
    Status Filled
    Job Summary

    Job Title: Executive Personal Assistant/Household / Estate Manager

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

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

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

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

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

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

    Residences:

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

    Duties:

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

    Skills required:

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

    Work style: Partner with principal

    Package:

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

    Job Title: Personal Assistant

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

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

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

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

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

    Duties:

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

    Skills required:

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

    Package:

    • Top tier salary
    • Corporate benefits offered

    Live-in Accommodations: Live Out

    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

    Nanny
    #736 Family is looking for an additional kind nanny to care for their children
    Salary Attractive salary DOE
    Relocation No
    Accommodations Live out position in Manhattan with housing provided while in the Hamptons
    Location Manhattan
    Status Open
    Job Summary

    Job Title: Nanny – Live-out

    Location: New York / Hamptons

    Schedule: Rotating schedule with other childcare providers. Two are on at all times 7 days a week. Flexibility is essential for travel and other activities. Two consecutive days off are provided when at all possible.

    Overview: This is a busy upbeat family of six that has a positive and lively feel to it. Your main focus is to keep the children active, cared for and stimulated. You will be surrounded with a great team of talented and long-term employees. Privacy and confidentiality are essential and security measures will be adhered to at all times.

    Duties:

    Get children up daily and ready for school or play dates

    Accompany children to school and pick up after school or activities

    Work with child/ren on projects and homework as needed

    Arrange after school and weekend/holiday activities

    Work with other staff to coordinate children’s schedule with the family

    Research and keep up on all special events coming to town and coordinate with family on which ones to attend

    Frequent travel with family as needed

    Qualifications and skills required:

    Able to work legally in the U.S. (Green card or U.S. citizenship)

    Proficient in English, both orally and written

    Able to drive with a valid license and clean driving record

    4 year college degree is desired

    Academically inclined

    Experience working as a childcare provider in a high-end home

    Solid work history with great references is essential

    Self-starter / self-motivated

    Execute extreme level of confidentiality

    Have style, poise and grace to impart to the children, friends and vendors

    Understand and execute proper etiquette and uphold it at all times

    Mentor with a smile and great understanding the children’s needs

    Must present oneself in a professional manner or style to appropriately represent the family at all times

    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

    Live-in Accommodations: This is a live-out position while in Manhattan with housing provided while in the Hamptons and when traveling to other locations.

    Locals only

    Housekeeper
    #735 Kind family is in need of an additional housekeeper
    Salary Attractive salary DOE
    Relocation Not Applicable
    Accommodations Live-out position with housing provided in the Hamptons in the summer while on duty
    Location Manhattan
    Status Open
    Job Summary

    Job Title: Executive Housekeeper – live-out position

    Location: New York / Hamptons (Memorial Day – Labor Day)

    Schedule: Typical schedule is Monday through Friday 8:00 a.m. to 4:00 p.m. or 9:00 a.m. to 5:00 p.m. with an occasional schedule from Thursday through Monday with the same hours. Flexibility is essential for entertainment, special projects and travel.

    Overview: This is a busy upbeat family of six. They have a long term staff at both locations and are in need of an executive housekeeper to maintain and elevate their high standards in their Manhattan home. There are four full-time housekeepers and one full-time laundress.

    Daily Duties:

    • Maintain the high standards of cleanliness in all areas of the residence
    • Responsible for the care of fine art, furniture, carpeting, fabrics and draperies
    • Detailed hands-on housecleaning
    • Maintain organization throughout the home
    • Supervising, training, coaching and assisting the housekeeping team
    • Organize and participate in regular deep cleaning projects
    • Purchase, re-order and maintain housekeeping supplies and inventory
    • Ensure the proper maintenance of all housekeeping and laundry equipment; making arrangements for repair or replacement of any damaged equipment
    • Coordinating /assisting the Household Manager with the operation of the residence, providing excellent service to the family and guests
    • Act as a liaison to Household Manager interfacing and supervising vendors in the home
    • Manage and maintain timelines for scheduling projects when family is not in residence
    • Plan and assist with regular entertaining and social events
    • Run errands and perform household shopping
    • Manage and track online orders and household deliveries
    • Assist nannies with childcare as needed
    • Proper etiquette when answer the phone or door, leaving detailed messages
    • Detailed guest care
    • Pet care

    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 housekeeping and wardrobe skills with a solid knowledge for the care of fine fabrics, furniture and finishes
    • Self-starter/ self motivated with strong time management and organizational skills and detailed follow- through
    • Computer proficiency
    • High school diploma or GED required, Bachelor’s Degree preferred
    • Able to drive with a valid license and clean driving record
    • 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

    Live-in Accommodations: This is a live-out position while in Manhattan with housing provided while in the Hamptons and when traveling to other locations.

    Locals only

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