Berkeley Couple Seeks Stellar Personal Assistant-House Manager

MUST LIVE IN EAST BAY and LOCAL to Berkely

We are representing a wonderful blended family of 6 with grown kids in college in their search for a stellar personal assistant/household Manager with emphasize on project management for multiple properties that are owned.

Other homes: Stinson Beach, Mill Valley (has handyman/caretaker) and a newly purchased home in Idaho (has house manager)

The person hired for the role will be managing Air B & B and renovations and maintenance for all homes owned and liaising with other staff.

• Ideal candidate: They are looking for a high caliber, extremely organized and professional personal assistant/house manager. This is an excellent job for a person who is looking for flexibility, but is also very dependable and follows through, understands ownership of projects and enjoys working independently. The ideal candidate will have experience/understanding of working with high-net-worth individuals, have heightened discretion and should be trustworthy and friendly. This person doesn’t necessarily need many years of experience in personal assisting work. Intelligence, a love for the job, positive can-do attitude and a willingness to dive in/learn is more important.

• Weekly personal follow ups. This includes but is not limited to invitations, purchases, vendor and maintenance issues, doc appointments, reservations. Monitor any conflicts for all involved as well as kid conflicts. Monitor kids yearly school calendar and update as needed. Reminder vet appt needs and coverage when traveling. House updates. Travel and future commitments logistics, activities, restaurant bookings and payments.

• Book and track all personal travel of partners and their children.

• All personal scheduling and calendar tracking.

• Paying bills, reconciling with bookkeeper monthly, monitoring bank account for sufficient funds, working with accountants to pay estimated taxes, property taxes, arranging wires w/ bank, transferring money when needed into kids or personal account to cover needs. Paying vendors, handymen, tech, dog walker/ sitters and more.

• Main house and vacation home repairs, managing of and sole point of contact for vendors, gardeners, handymen, cleaners. Attend to conflicts and timely payment of invoicing.

• As needed in person dog support – getting to dog sitter when they are traveling or even dog /house sitting occasionally if that’s an option to have as a back up

• Vacation HOA communication and payments which also include informing them of guests arriving at vacation home. Connecting with guest and supplying arrival information as well as pdf for stay at vacation home. Communicating with guest during stay if anything comes up (often over a weekend).

• Check on the house when they are away for extended periods to put packages away , take in mail etc.

• Philanthropic reminders, donations, and family gift fund funding and tracking for tax purposes.

• Tracking and furnishing all tax related information to CPA (K1’s, 1099, 1095, interests, mortgage interest, W2, donations….). Processing and tracking all tax payments.

• Filing of any health insurance claims / healthcare reconciliation.

• Ordering house needs/supplies/groceries as requested

• Maintain spreadsheets for expenses on main house and vacation house projects and LLC.
• Some availability on weekends and after hours will be needed.

Experience Requirements

• 3 or more years of experience working in a private home with excellent references

Educational Requirements

College graduate

Qualifications

• Familiarity with all the usual computer programs a necessity
• Proficient in Excel, Quickbooks, Word, Google docs, etc. are a must
• Able to use existing spreadsheets in Excel, they have one for each home
• Able to create new spreadsheets in Excel

Responsibilities

• Position is Hybrid: They person hired should go to house daily to check to make sure everything. Onsite: Mondays and other days would be Wed and Friday. Must live close by to be onsite when needed.
• Make travel plans for pleasure for the family, collect dates of availability from kids and plan and make arrangements for family trips
• Coordinate with E.A on calendaring and travel