Executive family in Los Altos, California, seeking Household Manager and Personal Assistant of outstanding caliber and experience to perform administrative and household management tasks. Responsibilities include approved purchases, tracking and confirming delivery of packages, processing returns, plan family travel and logistical planning of activities, information support at any time, assisting with care for the family pets, and ensuring smooth operations and systems within the home.

Full-Time position
On site requirement
Generally 8:30am-5:00pm
On-call, as needed
Flexibility to work occasional weekends, evenings and some holidays

Character Artributes:

Strong work ethic, reliable, punctual, honest, resourceful, efficient, anticipate, highly organized, detail oriented, thorough.
High level of follow-through
Able to multitask and prioritize well, be proactive, identifies and resolves problems
Conscientious, dedicated and self directed
Demonstrates a calm and collected attitude
Flexible and accommodates spontaneous changes to routines and plans
Works well with a variety of service people and household staff
Build community with positive attitude, a team player
Work independently, but takes direction well from employers
Strong written and verbal communications skills
Ability to maintain confidentiality and be discreet-NDA required
Must like dogs and cats and handle them

Primary Responsibilities:

Maintain inventory of household supplies and reorder as needed ( batteries, office supplies, cleaning supplies, etc).
Perform daily walkthroughs of property to monitor projects and check for cleanliness
Maintain and update household manuals
Liaise with staff and other off-site managers to purchase household items
Manage household inventory with assistance from housekeeper
Respond to service calls, greet guests and coordinate with the maintenance crew
Schedule cleaners for guest houses in anticipation of guests
Assist in preparing homes for occasional guests and coordinate arrival times and accommodations.
Grocery shopping for family.
Oversee onsite service appointments and deal with vendors, as needed.
Assist in preparing home for occasional events.
Maintain an organized filing system for household needs (e.g., car registrations, pet records, receipts, party planning, warranties, etc.).
Update activities/status reports each week in Google docs for employers.
Able to perform physical, hands-on tasks to assist the household staff
Communicate with other staff and monitor status of projects on Microsoft To Do.
Liaise with other house managers for other properties
Schedule occasional wardrobe maintenance- schedule tailor, cobbler, etc.
Keep track of birthdays and other important dates
Organize cakes and lunch for staff birthdays

Pet Management:

Assist with feeding pets, administering medicine and cleaning up after pets
Schedule and take pets to veterinary and grooming appointments
Coordinate with other staff a pet sitting schedule while employer is traveling
Manage Pet medications
Organize through Rover and other third party companies for week-end and holiday pet care
Put on Google Calendar all dog appointments as well as feeding appointments

Personal Assisting & Travel:

Meet weekly with employers to discuss scheduling, travel and various projects with multiple forms of communications
Communicate with employers to follow up on outstanding items and assist with any travel needs when employer may need while away
Maintain and update the family's travel calendar
Book travel for family and oversee travel logistics, including flights, hotels, dinner reservations, personal drivers, tickets to special events and excursions
Create Google Documents for itineraries well in advance of travel

Purchasing, Shipping & Returns:

Track shipping and delivery status of packages to various households
Work with moving and storage companies and oversee scheduling and contracts
Process weekly returns and exchanges
Drop off packages at UPS, USPS, FedEx and independent stores/vendors.
Schedule personal appointments (doctor, dentist, etc.) as requested
Manage shipping/pick up of medications from CVS, Wedgwood Pharmacy, Walgreens, etc.
Chewy and Amazon purchases and shipping
Keep track out of shipments and deliveries of various items and communicate to various entities

Staff Management:

Track and Report payroll weekly and track PTO days and sick days for staff with Homepay with time cards
Get approval from employers for PTO requests and calendar in Google Calendar

Miscellaneous:

Assist with event planning
Organize Holiday gifts and delivery to some locations
Paperwork for various entities

Work Eligibility Requirements:

Bachelor’s degree or above
Executive assistant experience is required
House management experience
Must live within 60 minutes driving distance from employer
Current vaccination records, must have Covid vaccinations
Clean driving record
Ability to pass an extensive background check, credit, and reference checks
Must be able to lift 40 pounds.
Able to travel and has a valid passport.
Must be legally authorized to work in the United States without sponsorship for employment visa status.
Demonstrates excellent communication skills and command of English language, in both written and oral language
Second language-Spanish/Frenchdesirable, but not mandatory
Available to communicate as needed after regular hours with employer to follow up on outstanding items and to assist with any travel needs while employer is away

Must be technically savvy:

Excel, Word, PowerPoint, Instagram, Adobe, Google Docs, Google Sheets, Notes, Canva, Google Calendar, Zoom, Perplexity, Apps
Proficient with iPhone, iPad, Computer
Work cell phone and laptop provided

Job Type: Full-time

Pay: $120,000.00 - $150,000.00 per year

Benefits:

Paid time off

Schedule:

8 hour shift
Holidays
Weekends as needed

Supplemental Pay:

Bonus opportunities

Education:

Bachelor's (Required)

Experience:

executive administrative: 2 years (Required)
Administrative: 2 years (Preferred)
House management: 1 year (Preferred)

Language:

Spanish (Preferred)

Location:

Los Altos, CA 94024 (Preferred)

Shift availability:

Day Shift (Required)

Ability to Relocate:

Los Altos, CA 94024: Relocate before starting work (Required)

Work Location: In person

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