House Manager/Personal Assistant

House Manager/Personal Assistant

The individual in this multifaceted role is responsible for ensuring the seamless and efficient daily operation of the interior of the private property. This person serves as a critical support system, acting as a direct backup to the Principals and existing household staff, and effectively managing varied requests. The role requires a high degree of flexibility and competence, encompassing responsibilities traditionally held by a House Manager, Personal Assistant, and a culinary professional. This person would be expected to be a floater to the small staff in existence.

Expectations: A full time position for the following:  Sunday-Thursday coverage with flexibility for the changing needs of the principals.

Key Responsibilities and Functions:

1. House Management & Operations Backup:

• Serve as the on-site operational lead and manager for the home's interior functions in the absence of or as requested by the Principals.
• Oversee and maintain the general order, cleanliness, and functionality of all interior common and private areas.
• Monitor inventory of household supplies (e.g., cleaning products, linens, toiletries) and manage the procurement process.
• Liaise with external vendors and contractors for household maintenance, ensuring work is completed to the highest standards and managing scheduling and access as required.
• Be proficient in setting up and preparing the home for various events, social gatherings, or principal arrivals.
• Ensure all household systems (e.g., lighting, HVAC, security) are functioning optimally.

2. Personal Assistant Duties:

• Provide proactive and comprehensive administrative and personal support to the Principals.
• Manage various ad-hoc requests, errands, and special projects.
• Handle personal correspondence, coordinate travel arrangements, and manage reservations as needed.
• Maintain discretion and confidentiality regarding all household affairs and personal information.
• Assist with organization and decluttering projects across the residence.

3. Culinary & Kitchen Support:

• Act as an occasional backup to the Head Chef, stepping in to manage kitchen operations when necessary.
• May cook dinner 2 days a week as back up to the Chef.  
• Possess the ability to plan, shop for, and prepare a variety of tasty, healthy, and high-quality meals for the family, accommodating any dietary restrictions or preferences (e.g., specific diets, allergies).
• Maintain the highest standards of cleanliness and organization within the kitchen, pantry, and food storage areas.
• Manage kitchen inventory and ensure all appliances are well-maintained.

4. Operations Floater & Team Cross-Training:

• Function as a critical operations floater within the small house team, providing support wherever it is most needed.
• Be willing and able to cross-train in various household roles to ensure operational continuity and coverage during staff absences, vacations, or high-volume periods.
• Work collaboratively with all existing staff members, fostering a positive and efficient working environment.

The role requires a proactive approach to identifying and filling gaps in service or coverage.  

House Responsibilities:

• Coordinates with Housekeeping/recommends ways to elevate house keeping duties Walks the interior of the home daily to check for inconsistencies and areas that need attention.  Attentive to the smallest details: i.e. flower arrangements, gift giving, turn down service
• Coordinates with cleaning staff, laundress and live in assistant to ensure smooth day to day operations
• Chef responsibilities as back up to the main chef on days off.
• ?Runs errands as directed by Estate Manager & Executive Assistant
• Is a back up to houseman & property manager if vehicles need service
• Jumps in to maintains family vehicles 
• Wash and gas family vehicles 
• Daily inspection of interior of family vehicles  
• Keep cars stocked with necessary supplies
• Drives family as necessary 
• Management of 2 Household Dogs
• Supplies, Food, Grooming, Schedule Management, Vet Appointments, etc.
• Traveling permits
• Back up travel coordination

Event Management:

• Elevates events on the estate by incorporating former yachting and estate experience.  Communicates with all team members when preparing for an event, party, or holiday 
• Takes lead on planning and organizing all event aspects, including décor, logistics, catering, entertainment 
• Orders and checks all supplies and vendors dates for event
• Schedules any vendors as a back up to Estate Manager

Ordering

• Household supplies
• For example: necessary items needed for house up keep, not including by the different room supply of: Bedding, Bathrooms, Kitchen, Flatware, Dinnerware, Glassware
• Assists with overflow of returns
• Diseminates packages and mail to appropriate areas for family and staff coordination

Staff Support 

• Provides floater overflow support to Executive Assistant, Estate Manager, and Chef as needed:
• May need to procure groceries and other food supply requests of the family in adherence to their dietary preferences  
• Assists with packing/unpacking for trips (photo documenting and or app organization improvement along with lists already in conjunction with Executive Assistant
• Assists in researching and purchasing gifts and wrapping on behalf of Principals’ as needed
• Assists with researching and purchasing items for Principals’
• Runs errands as needed such as post office, dry cleaners, etc.
• Assists Estate Manager as needed
• Meets with Vendors at alternate properties
• Drives supplies to alternate properties.
• Knowledgeable on all House technology in past is helpful with our current technology (Apps, Sunflower Drone, Honeywell HVAC, Ketra, Lutron, Verkada, M2N, Nines, Whatsapp etc) or to quickly adapt to new technology if never used before