Bachelor's degree or advanced degree preferred with equivalent experience.
Minimum 5+ years of high-level personal assistance or private household management experience.
Extensive leadership experience managing a team and household operations.
Exceptional organizational skills and multitasking capabilities.
Empathy and strong interpersonal skills for client relationship management.
Proficiency with technology platforms and household management software.
Ability to adapt and be flexible with availability, including overtime and holidays.
Responsibilities
Liaise with and coordinate external suppliers for household operations.
Oversee household maintenance and vendor project management.
Conduct property inspections and resolve issues efficiently.
Ensure proper organization and inventory management of household items.
Provide reliable transportation and run personal errands for the Principals.
Handle emergencies and ad hoc requests promptly and effectively.
Maintain confidentiality and professionalism in all aspects of the role.
Benefits
Comprehensive health insurance coverage.
Paid vacation, holidays, and sick days.
Discretionary year-end bonus of up to 20%.
Regular performance reviews and opportunities for advancement.
Paid meal breaks during shifts.
Flexible work hours, with availability for on-call tasks as necessary.
Opportunities for travel as required.
Full Job Description
Location: Atherton, CA 94027 (On-site) Job Type: Full-Time (40 hours/week), Hourly, Non-Exempt Availability: Typically 9 AM - 5:30 PM, Monday - Friday. Be available and on-call as needed.
COMPENSATION:
$72,800 - $360,000/year (depends on experience)
Discretionary year-end bonus (up to 20%)
Health insurance
Paid vacation, holidays, and sick days
Paid meal breaks
Regular reviews & advancement opportunities
Travel as needed
DUTIES:
Vendor and Supplier Management:
Liaise and coordinate with external suppliers required for the operation of the household or mansion (such as maintenance, cleaning, floristry, security, event planning, etc.).
Oversee and manage various property projects and vendor activities to ensure each project is completed efficiently while taking full responsibility for home maintenance, covering all aspects of property upkeep and repairs.
Conduct quotation comparisons, engage in initial contract negotiations, and prepare approval processes, ensuring a balance between cost and quality while safeguarding the Principals' interests.
Property Management:
Conduct regular property inspections, identify, report, and resolve issues, or arrange and supervise staff in resolving these issues effectively and promptly.
Oversee household inventory, ensuring adequate supply and organization of household items.
Efficiently arrange staff working hours and tasks, ensuring optimal productivity and coordination.
Inspect and ensure high-quality work from household staff, providing feedback and continually enhancing work quality.
Personal Matters and Errands:
Provide reliable transportation for the Principals, maintain vehicle cleanliness and readiness, and perform various errands as needed, such as picking up dry cleaning, mailing parcels, and managing banking or post-office matters.
Assist with purchasing or ordering items and take care of miscellaneous tasks such as processing returns, exchanges, and bill payments.
Emergency and Flexible Support:
Respond promptly to the Principals' ad hoc instructions or emergencies.
Strictly adhere to privacy protection and handle the personal information of the Principals with discretion.
Maintain professional etiquette and a polished professional image.
Document and Data Management:
Maintain electronic/physical folders based on the family's or individual's needs, archiving important contracts, passports, visas, insurance documents, etc.
Update contact information, meeting minutes, memos, and other relevant documents.
Administration and Communication Coordination (Optional):
Handle incoming calls and guest greetings.
Screen and manage daily communications such as emails, phone calls, messages, etc., and act as a representative for the Principals in external communications when necessary.
Manage important documents, contracts, and personal information to ensure confidentiality.
REQUIREMENTS:
Education: Bachelor's degree or advanced degrees (e.g., MBA, J.D., etc.) or equivalent professional experience preferred.
Experience: Minimum of 5+ years of experience in high-level personal assistance or private household management, particularly with high-net-worth families or top executives.
Leadership & Management: Extensive experience in leading and managing a team, with a proven ability to oversee household staff, vendors, and service providers while maintaining high standards of performance.
Expert Skills:
Exceptional organizational and multitasking abilities, with an advanced understanding of managing complex schedules and a high volume of tasks simultaneously.
A high level of empathy and exceptional client relationship skills, enabling you to build and maintain a trusting relationship with the client through highly personalized and meticulous service.
Proficiency in technology platforms (e.g., G-Suite, iPhone, MacBook) and expertise in household management software.
Strong interpersonal skills with the ability to manage diverse relationships, including vendors, family members, and staff.
Excellent written and verbal communication skills in English, fluency in additional languages is a plus.
Advanced problem-solving and decision-making abilities, particularly in high-stakes situations.
Flexibility & Availability: Willingness and ability to work extended hours, including evenings, weekends, and holidays as needed, with a flexible and proactive approach to all aspects of the job.
Ethics & Integrity: Must exhibit the highest level of personal integrity, professionalism, and discretion, especially in handling sensitive or confidential matters.
Legal Requirements: Legally authorized to work in the United States and able to pass extensive background checks.
Health & Wellness: Must be prepared for pre-employment health screenings (physical exams, psychological evaluations, drug tests), with annual flu vaccination required.
Commitment: Seeking a long-term, stable commitment to a family or household, with a deep passion for providing exceptional service and support.
Driver's License: Must possess a valid U.S. driver's license with a clean driving record.
CORE VALUES:
Principals' First: Always put the Principals' needs and interests first.
Learn from Mistakes: Admit mistakes upfront. Learn and grow from them.
Conscientious: Attention to detail. Completes duties mindfully, effectively, and promptly.
Dedication: Shows a deep commitment to the role and the company.
Accountable: Takes ownership of tasks and completes thorough due diligence.
Independent: Thinks and acts independently. Able to be self-taught and keep improving.
Resilience: Never complains or shies away from work. Welcomes constructive feedback and thrives under pressure.
