Personal Assistant / Household Manager

Bespoke Private Service

Job Description

Personal Assistant / Household Manager - Poseidon

Reports To: The Principal

Work Schedule: Full Time, ~10 -6pm with some flexibility

Location: Bernal Heights, San Francisco

Start Date: ASAP

Salary Range: $175,000 - $200,000

Overview

A dynamic family office seeks a meticulous and proactive Personal Assistant/Household Manager to join their close-knit team. The successful candidate will be instrumental in ensuring the smooth operation of business and household affairs, contributing to the success and harmony of a bustling environment.

This role involves organizing family events, ensuring every detail is perfect, and every guest feels warmly welcomed. From managing the household budget to planning exciting travel adventures, the Personal Assistant/Household Manager will be the go-to person, turning visions into reality with exceptional organizational skills and a warm, empathetic demeanor.

However, it’s not just about the tasks—it’s about the relationships. The successful candidate will be a trusted confidant, handling sensitive communications with grace and discretion, ensuring the home runs smoothly, and supporting the Principals in their personal and professional endeavors.

Joining this team means more than just a job; it's an opportunity to be part of something special where contributions truly make a difference. If you are ready to dive into an exciting journey with a team that feels like family, this position is for you!

Expectations

• Bachelor's Degree or equivalent experience
• Minimum 3 years of experience as a Personal Assistant or Household Manager
• Strong financial acumen, including proficiency in budgeting, bill management, and financial record-keeping.
• Exceptional organizational skills with a proven ability to manage multiple tasks and schedules effectively.
• Excellent communication skills (written and verbal) to confidently manage interactions with family members and external vendors.
• Proactive, resourceful, and dependable with a "can-do" attitude and a high degree of accountability.
• Warm, positive, and enjoyable to be around, fostering a relaxed and fun family environment.
• Tech-savvy and comfortable using essential tools like 1Password, text messaging, and Google Calendar.
• Excellent taste and decision-making skills for scheduling activities, choosing outings for the kids, trip planning, and overall household management.
• Ability to work independently while also collaborating effectively with the existing staff member.

Responsibilities

• Household Management: Oversee the day-to-day operations of the household, ensuring a smooth and efficient living environment. This includes maintaining inventory of essential supplies, coordinating with service providers for cleaning, maintenance, and repairs, scheduling routine maintenance for appliances and systems, and ensuring car care is addressed through timely servicing and registration renewals.

• Finance Management: Manage family finances, including budgeting, bill pay, and potentially managing investments.

• Event Planning: Plan and execute a variety of events, from intimate family gatherings to elaborate social occasions or work functions. This includes managing logistics such as catering, decorations, guest invitations, and ensuring a seamless and enjoyable experience for everyone involved.

• Childcare Support: Provide effective childcare support by coordinating schedules for children's activities (camps, sports, lessons), ensuring transportation arrangements are in place, and maintaining awareness of important dates and deadlines. Additionally, collaborate closely with the existing nanny to delegate tasks effectively, providing clear instructions, and fostering a positive working relationship that prioritizes the well-being of the children.

• Administrative Support: Manage family calendars meticulously, ensuring everyone is on the same page regarding appointments, commitments, and deadlines. This may involve scheduling appointments, coordinating travel arrangements, and maintaining a centralized system for tracking important information. Additionally, delegate tasks to the existing staff member (nanny/housekeeper) based on their skills and the family's needs, fostering clear communication and ensuring accountability for task completion. Manage gift procurement and management, including purchasing gifts for various occasions, maintaining a record of gift-giving needs, and ensuring timely delivery or presentation.