Personal Assistant/House Manager

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