Location: Atherton, CA, 94027 (On-site)
Job Type: Full-Time (40 hours/week), Hourly, Non-Exempt
Availability: Typically 9 am - 5:30 pm M-F, with availability for on-call support as needed
COMPENSATION:
- $130,000 - up to $400,000/year (DOE)
- Discretionary year-end bonus (up to 20%)
- Health insurance
- Paid vacation, holidays, sick days
- Paid meal breaks
- Regular reviews & significant opportunities for career advancement
DUTIES:
Team / Personnel Management:
- Recruit, train, and lead a team of Personal Assistants, setting measurable performance goals to ensure exceptional service. Conduct regular reviews to enhance team efficiency and foster a culture of collaboration and excellence.
Vendor & Supplier Management:
- Negotiate and manage vendor contracts, establishing long-term partnerships to ensure high-quality service. Monitor performance against clear targets, optimizing costs and refining processes to meet the household's standards.
Property Management:
- Oversee estate maintenance through scheduled inspections and predictive maintenance plans to prevent issues and preserve property value. Track upkeep milestones and implement improvements for operational efficiency.
Administration and Communication Coordination:
- Streamline communication with Principals, ensuring timely, accurate exchanges using tools like G-suite. Manage documentation, maintaining organized, secure records with regular process evaluations.
Personal Matters and Errands:
- Coordinate errands and transportation, automating routine tasks (e.g., scheduling deliveries) to prioritize high-value needs. Set measurable goals for efficient, reliable service delivery.
Emergency and Flexible Support:
- Develop contingency plans for urgent requests, such as last-minute travel or event changes, establishing response benchmarks to ensure swift, systematic handling.
Confidentiality and Professional Ethics:
- Enforce rigorous confidentiality protocols, conducting regular audits to protect sensitive information. Train staff on ethical standards to uphold the household's trust.
Document and Data Management:
- Optimize document and data systems, automating tasks like filing and retrieval for secure, accessible records. Implement process improvements to ensure accuracy and efficiency.
REQUIREMENTS:
Education & Experience:
- Bachelor's degree or higher in Hospitality Management, Property Management, Business Administration, or related field preferred.
- 5+ years in management roles within luxury hotels, family offices, or private estates.
Core Competencies:
- Leadership & Impact: Proven ability to lead teams, optimize performance, and inspire service excellence while driving meaningful contributions to household operations.
- Vendor Management: Expertise in managing complex vendor relationships with a focus on delivering value and quality.
- Organizational Mastery: Superior organizational skills, able to handle multiple priorities with precision and foresight.
- Communication: Strong written and verbal communication skills in English; additional languages a plus.
- Technological Proficiency: Skilled with G-suite, iPhone, MacBook, and property management tools.
- Problem-Solving: Demonstrated ability to think strategically and implement solutions to complex challenges.
- Confidentiality: Strong commitment to privacy and ethical handling of sensitive matters.
Preferred Qualifications:
- Experience in high-end service environments or event management.
- Familiarity with global operations or cross-cultural teams.
CORE VALUES:
- Principals' First: Unwavering commitment to meeting the needs of our principals.
- Learn from Mistakes: Ability to learn from challenges, take accountability, and grow.
- Conscientiousness: Diligence in performing tasks with precision and care.
- Dedication: Deep commitment to role, team, and organization.
- Accountability: Ownership of responsibilities with thorough attention to detail.
- Independence: Proactive problem-solver with a drive for continuous improvement.
- Resilience: Ability to thrive under pressure, welcome constructive feedback, and maintain a positive attitude.
