Personal Assistant / Household Manager

Job Description

Job Description

Atherton, CA

Job Type : Full Time (40 hours / week), Non-Exempt / Hourly . Weekend availability required

COMPENSATION :

• $72,800 - $120,000 / year, DOE
• Non-Exempt / Hourly
• Discretionary Bonus (Up to 20%)
• Health Insurance
• Paid Vacation, Sick days
• Paid rest & meal breaks
• Regular reviews & advancement opportunities

ABOUT US :

Excellence Services LLC is a professional private-owned company that provides luxury service for one HNW family exclusively.

We help our client enjoy their life and encourage employee success.

SUMMARY :

• Primary responsibilities of the Personal Assistant / Household Manager will include ensuring the smooth running of the home office;
• performing administrative and household tasks; performing driving duties; providing the Principals with information support at any time;

performing research, data collection & analysis.

PRIMARY DUTIES :

Household & Home Office :

• Perform weekly walkthroughs using household checklists to identify action items.
• Schedule and work closely with other staff on various property / estate projects.
• Maintain a household vendor list. Build strong relationships with vendors.
• Coordinate household staff and assist with monthly schedules.
• Identify and oversee various property / estate projects as needed.
• Keep an inventory of personal items for principals, and restock as needed. Manage PAR lists.
• Keep an inventory of all household supplies (light bulbs, batteries, cleaning supplies).
• Maintain and update household manuals.
• Maintain an approved product list for home and personal items, including sourcing information.
• Shop for household items as needed.
• Monthly / weekly purchase order submission, get approval, place orders, and track delivery status.
• Prepare and submit expense reports.
• Secure residence at end of the day when needed all doors locked, security system armed.
• Light household chores.
• Respond to incoming calls and greet guests.
• Oversee onsite vendors as needed.
• Prepare home for occasional events. Coordinate with vendors for holiday decor (Halloween, Christmas).
• Maintain Principals’ personal Google calendars (separate from professional calendars).
• Schedule personal appointments. Calendar items forwarded by Principals.
• Update and maintain Google Contacts. Ensure information is synced to phones.
• Maintain a filing system for household needs (e.g., car registrations, maintenance contracts, warranties, contractor bids, etc.).
• Email a daily activities report to Principals.
• Purchase gifts, develop and maintain gift tracker, and review and audit receipts.
• Keep track of birthdays and other important dates.
• Occasional wardrobe maintenance, i.e., schedule tailor, cobbler, etc.
• Work with travel concierge and accountant as needed.
• Plan and coordinate the family’s activities and events.
• Assist with personal archival projects.

Driving :

• Safe and secure transportation of Principal(s).
• Maintain vehicle cleanliness : interior and exterior, hand washing on site.
• Maintain vehicle readiness : fuel, tire pressure, service records, etc.
• Prepare and maintain vehicle checklist, pre- / post-use.
• Prepare / maintain Principals' comfort items in the vehicles : water, tissues, umbrellas, etc.

HR Responsibilities :

• Assist the HR team of the family office for household staff hiring.
• Conduct phone / video interviews and determine the qualification of candidates.

Research & Exploration

• Collect information, perform research and data analysis as needed; provide suggestions to the Principals with the best solution to solve problems.
• Observe and participate in the daily work to continuously optimize the workflow & process, improve team efficiency, and reduce the interventions by Principals.

REQUIREMENTS :

• Have at least 3 years of management experience.
• Have experience managing 3+ subordinates.
• Bachelor’s degree or above.
• Proven experience working as a personal assistant is required.
• Experience working in the Hospitality industry or a family office is preferred.
• Excellent learning ability and has a passion for exploration, research, and analysis.
• Vault-like ability to maintain confidentiality and be ultra discreet.
• Demonstrate excellent email etiquette, concise and accurate communications.
• Maintain strictest confidences - never disclose Principals’ contact information.
• Strong work ethic, reliable, punctual, and honest. Practical and efficient.
• Flexibility to work weekends and evenings.
• Must be very technically savvy. Experience with G-suite.
• Resourceful in terms of internet search and online shopping.
• Comfortable with iPhone or Android, including texting, camera phone, and smartphone apps.
• Highly organized, meticulous, detail-oriented, and thorough. Able to multitask and prioritize well.
• Positive attitude, team player, capable of working well with a vast array of high-quality vendors.
• Personable, gracious, and polite, with excellent people skills.
• Excellent command of the English language, both written and spoken.
• Proactively identifies and resolves problems.
• Able to work independently but takes direction well from Principals.
• Able to perform physical, hands-on tasks in order to assist the household and staff office to run well. Must be able to lift 40 pounds.
• Flexible and able to accommodate spontaneous changes to routines and plans.
• Able to travel with Principals to assist.
• Long-term intent.
• The Personal Assistant / Household Manager candidate must be legally authorized to work in the United States without sponsorship for employment visa status.
• Able to pass an extensive background check, credit, and reference checks.
• Willing to take a pre-employment physical, psychological exam, and drug screen.
• Service-oriented and attention to detail.
• Annual flu shot required.

OUR CORE VALUES :

• Principals’ First : Always put our principals’ needs and interests first.
• Learn from mistakes : Admit mistakes upfront. Learns and grows from mistakes.
• Conscientious : Attention to detail. Finishes duties mindfully, effectively, and promptly.
• Dedication : Shows a deep commitment to the role and the company.
• Accountable : Takes ownership of tasks and completes thorough due diligence.
• Independent : Thinks and acts independently. Able to be self-taught and keep improving.
• Resilience : Never complains or shies away from work. Welcome feedback and can thrive under pressure.

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Company Description

Excellence Services LLC is a professional privately-owned company that provides luxury service for an HNW family exclusively.

We help our client enjoy their life and encourage employee success.

Company Description

Excellence Services LLC is a professional privately-owned company that provides luxury service for an HNW family exclusively.

We help our client enjoy their life and encourage employee success.