Personal Assistant/Household Manager
SAN DIEGO, CA
Job Type: Full Time (40 hours/week), and some weekends
COMPENSATION:
- DOE
- Discretionary Bonus
- Reasonable health insurance stipend
- PTO
- Regular reviews & advancement opportunities
SUMMARY:
Primary responsibilities of the Personal Assistant/House Manager will include ensuring the smooth running of the home, administrative and household tasks, providing the Principals with information support at any time, performing research, data collection & analysis. San Diego local preferred with strong vendor connections.
PRIMARY DUTIES:
- Perform weekly walkthroughs using household checklists to identify action items.
- Schedule and work closely with other staff/vendors on various household projects.
- Maintain a household vendor list and build strong relationships with vendors.
- Coordinate household staff and assist with monthly schedules/payroll.
- Identify and oversee various household projects as needed.
- Keep an inventory of personal items for principals and restock as needed.
- Keep an inventory of all household supplies.
- Maintain and update household manuals.
- Maintain an approved product list for home and personal items, including sourcing information.
- Shop for household items as needed.
- Monthly/weekly purchase order submission, get approval, place orders, and track delivery status.
- Prepare and submit expense reports.
- Secure residence at end of the day when needed – all doors locked, security system armed.
- Respond to incoming calls and greet guests.
- Oversee onsite vendors as needed.
- Prepare home for occasional events/guests.
- Coordinate with vendors for holiday décor.
- Schedule personal appointments.
- Calendar items forwarded by Principals.
- Update and maintain contacts.
- Ensure information is synced to phones.
- Maintain a filing system for household needs (e.g., car registrations, maintenance contracts, warranties, contractor bids, etc.).
- Email a weekly activity report to Principals.
- Purchase gifts, develop and maintain gift tracker, and review and audit receipts.
- Occasional wardrobe maintenance, i.e., schedule tailor, cobbler, etc.
- Work with travel concierge as needed.
- Some planning and coordination of the family’s activities, vacations and events.
- Assist with personal archival projects.
REQUIREMENTS:
- Have at least 5-10 years of management experience.
- Have experience managing 5+ subordinates.
- Bachelor’s degree or higher.
- Proven experience working as a personal assistant is required.
- Excellent learning ability and has a passion for exploration, research, and analysis.
- Strong ability to maintain confidentiality and be very discreet.
- Demonstrate excellent email etiquette, concise and accurate communications a must.
- Maintain strictest confidences - never disclose Principals’ contact information.
- Strong work ethic, reliable, punctual, and honest. Practical and efficient.
- Flexibility to work occasional weekends and evenings.
- Must be very technologically savvy
- Animal lover
- Resourceful in terms of internet search and online shopping.
- Comfortable with iPhone, including texting, camera phone, and smartphone apps.
- Highly organized, meticulous, detail-oriented, and thorough. Able to multitask and prioritize well.
- Positive attitude, team player, capable of working well with a vast array of high-quality vendors.
- Personable, gracious, and polite, with excellent people skills.
- Excellent command of the English language, both written and spoken.
- Proactively identifies and resolves problems.
- Able to work independently but takes direction well from Principals.
- Able to perform physical, hands-on tasks to assist the household and staff office to run well.
- Flexible and able to accommodate spontaneous changes to routines and plans.
- Long-term intent.
- The Personal Assistant/Household Manager candidate must be legally authorized to work in the United States without sponsorship for employment visa status.
- Able to pass an extensive background check, credit, and reference checks.
- Service-oriented and attention to detail.
OUR CORE VALUES:
Brave to face and admit the truth. Learns and grows from mistakes. Makes thoughtful choices and changes to avoid mistakes to the greatest extent possible.
Finish duties conscientiously, effectively, and promptly.
Be dedicated. Keep improving.
Due diligence. Be accountable.
Think and act independently.
Do not complain or shy away from assigned works. Confronts difficulties bravely.
Job Type
Full-Time
Compensation
DOE, Discretionary Bonus, Health Insurance, PTO