Job Title: Full-Time Live-Out Personal Assistant/ House Manager
Reporting to: The Principal
Start: ASAP
Location: Dallas, TX (primarily on-site at the residence, and remotely when not needed on-site)
Hours: Monday through Friday, business hours, 40 to 45 hours per week; must be flexible and responsive after hours and weekends as needed
Salary: $130,000 - $160,000/ per year, DOE
Benefits: Medical stipend; PTO, sick days, and main federal holidays (must be flexible to work holidays if needed)
The Family: The principal, and she has an adult daughter that lives in Colorado
Pets: No pets, but may get a dog
Primary home: House in Dallas, TX
Vacation home: Rental home in Snowmass, CO
The Staff: Housekeeper at the Dallas home, and a family office based in Dallas
Travel: May need to travel domestic and international
Key Responsibilities*
Please find your primary responsibilities outlined below:
*Please note the below list is not exhaustive.
General Administrative
- Preparing appropriate, efficient and timely responses to all the principal’s requests, whether made in person, electronically or otherwise
- Managing access to employer by screening, drafting, and issuing correspondence on their behalf
- Calendaring and efficient planning week to week; ensuring principal is aware of all appointments and is fully prepared
- Providing reminders for key dates throughout the year (e.g. birthdays, anniversaries, medical checkups, etc.)
- Gift purchasing and wrapping; tracking all sent items
- Provide support to her adult daughter with tasks and projects, as needed
- Coping with last minute changes/requests, working to pre-empt and resolve potential scheduling conflicts
- Assisting with projects and research as required, collaborating with the principal and keeping her informed
- Oversight of household systems: HVAC, electrical, smart home technology, and more
- Sourcing and overseeing vendors (e.g. plumbing, electricians, maintenance workers, etc.), suppliers (e.g. florists, dry cleaners, etc.), contractors (for major repair and renovation projects) and various appointments
- Maintaining excellent relationships with suppliers, vendors, etc.
- Ensuring all maintenance contracts are negotiated, documented, stored and well monitored and maintaining an up-to-date supplier list
- Good knowledge of household maintenance and servicing needs (interior and exterior)
- Oversight of renovation projects and general maintenance of the residence; making the principal aware of any necessary repairs or purchases
- Monitoring the progress of projects, to ensure that they are being prioritized in accordance with the principal’s wishes and that outcomes are being reached in a satisfactory time scale and to the standard expected
- Ensuring the grounds of the properties are well looked after
- Creating and implementing household S.O.P.’s (standard operating procedures/household manuals) and maintaining/updating as needed
- Organize and track all documents (e.g. drivers’ license, passport, insurances, registrations)
- Ensuring availability and flexibility, including managing last minute requests beyond office hours, over the weekend and holidays
Day to Day Management
- Knowledge of household security and smart home systems; help to resolve any issues and liaise with vendors as needed
- Manage household inventory, running errands,
- Purchasing of all perishable and non-perishable items, and keeping the kitchen stocked
Vehicle Management
- Schedule and track routine vehicle maintenance (e.g., car washing, oil changes, seasonal service)
- Assure registration and insurances are current and renewed
Family Assistance
- Monitoring deliveries and arranging returns
- Assisting during events and family gatherings
- Sorting mail, separating junk
- Approaching work with a ‘never having to ask’ attitude – proactively completely jobs and pre-empting the principal’s needs
Staff Supervision
- Manage the staff as appropriate
- Assist with onboarding and training staff
- Forging relationships with the family and household staff & becoming a trusted ‘go to’ person when needed
Household Budget & Bill Pay
- Keep a record of all household expenses – track all receipts
- Assisting with household bill pay
- Liaise with family office as needed for payments
- Reconcile credit card statements
Travel & Event Planning
- Help coordinate all aspects of travel: flights, accommodations, itineraries, reservations, and ground transportation with the principal (commercial and private, domestic and international)
- Maintain and update her calendar with social engagements, appointments, and travel plans
- Travelling domestic and international with the principal as needed
- Property set up: travelling ahead of the principal, to ensure the house is ready - supplies are ordered, relevant staff know their duties, suitcases are unpacked – ensuring the house is fully ready
- Assist with planning and coordinating social and family events, including managing logistics and vendor communications with the principals; this includes social plans with friends, birthdays, and dinners, etc.
Pet Care (in the future)
- Take the dog to the vet and groomers
- Assist with walking the dog and clean and fill dog bowls when needed
Requirements:
- Legally able to work within the United States
- Must already live locally in Dallas, TX
- A clean valid driver’s license, and vehicle for getting to/from work and running errands
- Must have experience working in a similar role for HNW private families
- Must be tech savvy
- Must have calendaring and travel planning experience (commercial and private)
- Must be an excellent communicator
- Excellent references required
- Clean background check
- Confidentiality/non-disclosure agreement