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 perso

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 holiday

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 birthday