Location: Laguna Beach, CA (Emerald Bay)
Position Type: Part-Time (Guaranteed 20 hours/week) | Dynamic On-Call Flexibility
Compensation: Competitive Hourly Base + Guaranteed Minimums
Position Overview
An exceptional opportunity exists for a highly skilled House Manager and Personal Family Assistant to function as the chief operational partner for an active estate and dynamic family life. The ideal candidate will exhibit assertiveness and self-direction, demonstrating sharp instincts, diplomatic authority, and unshakeable poise in addressing challenges. This role requires proactive engagement, anticipating needs, holding vendors accountable, and executing complex logistics with autonomy and executive polish. The family operates in a fast-paced, data-driven environment, balancing children, pets, properties, and business ventures. This position amalgamates the responsibilities of a high-end hospitality manager, a project coordinator, and a protective buffer, ensuring a seamless and stress-free experience for the family.
What Defines Success in This Role
- Authoritative Vendor & Contractor Oversight: Inspect work, enforce project timelines, demand accountability, and ensure compliance before work commences.
- High-Velocity Problem Solving: Respond instantly to urgent issues with decisive action, resolving logistics before they affect the family.
- High-Level Communication Translation: Translate brief directives into authoritative correspondence for corporate partners, CPAs, school boards, or luxury vendors.
- Advanced Digital & AI Competency: Utilize modern productivity tools and AI platforms to summarize documents, draft correspondence, and create efficient workflows.
- Strategic Foresight: Proactively plan logistics, travel, and property care weeks in advance to avoid friction.
- Vault-Like Discretion: Maintain absolute confidentiality regarding private business ventures, financial holdings, and sensitive personal health data.
Core Responsibilities
1. Estate Operations & Property Management
- Property Maintenance: Direct all routine servicing, smart-home/AV systems, HVAC, inventory management, and vendor project schedules across properties.
- Community & Gate Logistics: Manage digital portals for visitor access, vendor passes, and HOA compliance.
- Pet Management: Oversee care logistics, mobile grooming, veterinary routines, and boarding for the family dog, CiCi.
2. Financial Auditing & Administrative Governance
- Auditing & Tax Prep: Track and audit vendor invoices, balance household accounts, categorize expenses, collect W-9s/1099s, and coordinate with the bookkeeper and CPA.
- Compliance & Risk Mitigation: Enforce vendor onboarding standards, track insurance liability, and manage confidential records.
3. Family Logistics & Youth Program Coordination
- Schedules & Activity Integration: Manage family calendars, medical documentation, sports league sign-ups, and summer camp enrollments.
- Agile Operational Backup: Serve as backup for schedule shifts, carpool changes, urgent deliveries, and occasional babysitting.
4. Travel Planning, Concierge & High-End Event Execution
- End-to-End Travel: Build, book, and manage complex itineraries, leveraging points/miles and ensuring sound logistics.
- Event Production: Lead project management for family events, overseeing caterers, guest security, and logistics.
- Executive Concierge: Secure exclusive dining reservations, procure specialty gifts, and manage high-priority errands.
Candidate Requirements & Expectations
- Geographic Proximity: Reside in close proximity to Laguna Beach to ensure rapid response for urgent estate needs.
- Vault-Like Discretion: Maintain absolute confidentiality regarding private business ventures, financial holdings, and sensitive personal health data.
- Schedule & Availability: Availability for emergencies outside of set hours (minimum 20 hours/week) is essential.
- Guaranteed Income: Stable weekly hours are provided, with an expectation of flexibility as family schedules shift.