Assistant to Director of Estates

Assistant to Director of Residence Duties

*This role is 8 months in indian Wells and 4 months in San Francisco

• Vendor management and maintenance schedules - You will become another point-of-contact for all household vendors
• making appts, meeting vendors, providing your notes from the vendor visits on the vendor report
• holding vendors accountable for their work and timelines
• help adhere to household maintenance schedules
• Household/property management -  Broad responsibilities to make sure items are stocked, issues are addressed, all components are maintained and in working order, and vendors have your contact information
• Shopping/purchasing -  This may include grocery shopping/grocery ordering, buying/stocking household items, clothing and personal items, personal and holiday shopping, etc.  
• Errands – examples: dry cleaning, returns, shipping, picking up orders, etc.
• Calendaring -  Responsible for personal/family calendaring, coordinating with our team, and other staff. Additionally, as a point-of-contact for most personal travel and household schedule, this role will be responsible for a lot of schedule coordination
• Liaison and communicator - You will often be a communicator of information on behalf of the family with their friends, family members, and trusted advisors 
• Travel – Personal and staff travel research, booking, logistics, and end-to-end itinerary prep and oversight
• Fiduciary responsibilities – Monthly expense reporting, weekly bill pay and related items given.
• Administrative responsibilities -  daily and weekly updates, message-taking, filing, organizing, sorting mail, etc.
• Additional project management and ad hoc support -   In addition to the day-to-day responsibilities of this role, there will occasionally be one-off, small projects and long-term projects.  Examples of both:
• planning a bday party
• dealing with insurance issues
• help managing a large event
• staying current with paperwork related to vendors, vehicles and personal assets 
• Vehicle maintenance – oil changes, car washes, scheduling maintenance, etc. 
• cat-related needs

• Driving Mrs. as needed
• Holiday coverage
  • Present and active for the holidays you are working
  • Plan parties for Mrs. and create fun for her during the holidays
• In Service Training: PAC (Positive Approach to Care and Dementia Education)
  • Individual sessions with coach
  • Designed to foster effective communication with Mrs.
  • Attain positive and effective strategies for dementia care

• Research – Research could include: finding an event, helping investigate if an event is appropriate fro Mrs, etc.

*Because of the nature of this role, this description should be seen as fluid and we will be re-evaluated at year end evaluations.