Personal Assistant/House Manager

| San Diego, CA, United States

Posted Date 1/12/2023
Description

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:

  • Learn from mistakes

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.

  • Conscientious

Finish duties conscientiously, effectively, and promptly.

  • Dedication

Be dedicated. Keep improving.

  • Accountable

Due diligence. Be accountable.

  • Independent

Think and act independently.

  • Resilience

Do not complain or shy away from assigned works. Confronts difficulties bravely.

Job Type

Full-Time

 

Compensation

DOE, Discretionary Bonus, Health Insurance, PTO

 

Job Type
Full-Time
Job Categories
Estate Manager | Family Assistant | House Manager | Personal Assistant
Compensation
Competitive DOE

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