Private Bay Area family seeks a dynamic, proactive, and detail-oriented Estate Manager/Personal Assistant to oversee the day-to-day operations, management, and maintenance of their secondary residence to ensure overall safety and efficiency. This position consists of a Monday through Friday work schedule with rare requests to work weekend hours and requires travel between residences. The Estate Manager/Personal Assistant will oversee and direct staff, display exceptional professionalism, social etiquette, and always maintain excellent and clear communication. The ideal candidate will be an effective team player jumping-in to assist as needed. The Assistant part of this position will require overall administration, organization, and inventory of the estate and calendar of the estate. Running errands, holiday decorating, and other assistant tasks will also be required and requested. However, day-to-day assistant functions are maintained by other staff in the permanent residence in southern California.
This position requires a no job is too big or too small attitude with a hospitality driven approach to their work and must be able to work independently. The Estate Manager/Personal Assistant will be well-equipped in home and property management, administrative functions, residential construction project management, and working with contractors, vendors, attorneys, insurers, and HR client services. This role requires superb judgement, discretion, emotional intelligence, and a positive attitude. This position will report to senior staff as well as the principals when required.
Job responsibilities include, but are not limited to:
Manage and coordinate all aspects of the daily operations and maintenance of the residence and grounds and assist with secondary residences, as needed
Daily walk-throughs of the residence and grounds to identify any maintenance issues or need for repair and to assess cleanliness and proper care
Communicate effectively with principals, security team, and staff and operate as the primary point of contact between principals, staff, security, and service providers
Oversee and direct all aspects related to the ongoing residential construction renovations; manage projects within set timelines and communicate accordingly, coordinate with and oversee contractors and vendors to ensure building codes are followed, and work with other appropriate contacts including insurance companies
Coordinate repairs and systems maintenance, troubleshoot if possible
Oversee, train, provide guidance to household staff, hire and supervise service providers, vendors, and maintenance crews to ensure the highest standards of service and discretion
Create and implement standardized procedures across properties
Anticipate and address the principals needs and preferences, both professional and personal and manage all guests' care and requests ensuring an excellent visit
Create and maintain detailed manuals, inventories, and records
Review and approve vendors' and contractor invoices and coordinate billing as required
Maintain estate vehicles
Run errands, assist with offices tasks, and manage/relay phones messages accurately and timely per pre-established protocols
Support operations logistics work closely with other senior staff members on subjects pertaining to household and HR matters
Help with holiday preparations
Travel to other properties as needed
Assist chef on menu planning and approval when in residence and ensure food safety guidelines are observed
Additional Estate Manager/Personal Assistant responsibilities as needed and upon request
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