Personal Assistant Manager (2025)

LocationAtherton, CA 94027 (On-site)Job TypeFull-Time (40 hours/week), Hourly, Non-ExemptAvailabilityTypically 9 AM - 5:30 PM, Monday - Friday. Be available and on-call as needed.COMPENSATION$130,000 - up to $400,000/year (depends on experience)Discretionary year-end bonus (up to 20%)Health insurancePaid vacation, holidays, and sick daysPaid meal breaksRegular reviews & advancement opportunitiesINTRODUCTIONWe are seeking a Personal Assistant Manager to join a dynamic, high-end private household. This role requires direct involvement in both managing and assisting in various household operations, requiring a balance of humility and service-driven dedication with the assertiveness necessary for staff oversight and accountability. You will be an essential part of a collaborative team, with each member overseeing different aspects of household operations. This position is ideal for someone adaptable, committed, and experienced in management, who can firmly uphold standards while effectively guiding staff. If you meet these criteria, we invite you to apply.DUTIESTeam / Personnel ManagementLead the recruitment, training, and mentoring of Personal Assistants (PAs), ensuring alignment with the family's high standards of service.Oversee performance evaluations and continuously enhance team dynamics to foster collaboration, ensuring exceptional service and operational efficiency.Vendor & Supplier ManagementAct as the key liaison for managing external suppliers essential to the household's operation, covering areas like maintenance, cleaning, security, event planning, and more.Lead property projects and oversee vendor activities, ensuring flawless execution from maintenance to complex repairs. You will be the trusted figure overseeing all aspects of property upkeep, ensuring efficiency and quality.Conduct comprehensive quotations, lead initial contract negotiations, and manage approval processes with a focus on balancing cost and quality while safeguarding the Principals' interests.Property ManagementConduct proactive property inspections, identify and resolve issues swiftly, or direct staff to ensure all problems are fixed promptly and professionally.Manage household inventory meticulously, ensuring all supplies are well-organized and adequately stocked.Optimize staff scheduling and task allocation, ensuring maximum productivity and seamless coordination across the household.Regularly assess the quality of work from household staff, providing constructive feedback to improve performance and enhance service standards.Administration and Communication CoordinationProfessionally handle all incoming communications"”calls, emails, and messages"”and act as a representative for the Principals in external affairs, ensuring timely and respectful correspondence.Safeguard the confidentiality of all documents and sensitive information, managing important files, contracts, and personal details with discretion and care.Personal Matters and ErrandsProvide reliable and timely transportation for the Principals, ensuring the vehicles are always immaculate and ready. Additionally, manage various errands such as dry cleaning pickups, mailing parcels, and coordinating banking or post-office duties.Assist in purchasing or ordering items, manage returns or exchanges, and handle bill payments with a high degree of responsibility and attention to detail.Emergency and Flexible SupportRespond promptly and effectively to the Principals' ad hoc requests or emergencies, demonstrating flexibility and problem-solving skills.Manage unexpected situations, such as flight changes, scheduling conflicts, or urgent meetings, ensuring minimal disruption to the Principals' plans.Confidentiality and Professional EthicsUphold the highest standards of confidentiality, ensuring the personal information of the Principals is always protected.Maintain a polished professional image and adhere to a code of ethics that reflects the family's values.Document and Data ManagementOrganize and maintain both electronic and physical folders tailored to the family's needs, ensuring that important contracts, passports, visas, and insurance documents are archived and easily accessible.Keep detailed and up-to-date records, including contact information, meeting minutes, memos, and other relevant documents.REQUIREMENTSEducationBachelor's degree or advanced degrees (MBA, J.D., etc.) or equivalent experience preferred.ExperienceMinimum of 5+ years of experience in senior-level personal assistance, household management, or executive support, ideally in a high-net-worth or ultra-high-net-worth family environment.LeadershipProven ability to manage and mentor a team of senior household staff, with a strong focus on fostering a positive, high-performance culture.EmpathyA high level of empathy and exceptional client relationship skills, with the ability to build and maintain a trusting relationship through highly personalized and meticulous service.Operational ExpertiseIn-depth knowledge of household management, including vendor management, event coordination, travel logistics, and day-to-day operations for a family or household.Strategic ThinkingAbility to develop and implement strategic plans that ensure efficiency, service excellence, and satisfaction for the Principals.Tech-SavvyProficient in G-Suite, iPhone, MacBook, household management software, and other relevant technologies, comfortable utilizing new tools to improve household operations.Interpersonal & Communication SkillsExceptional communication skills, both written and verbal, with the ability to work effectively with the Principals, staff, vendors, and other stakeholders.Problem-Solving & Crisis ManagementStrong problem-solving and decision-making capabilities, particularly in high-pressure or time-sensitive situations.Ethics & ConfidentialityHigh level of integrity and discretion, with a commitment to upholding confidentiality and protecting the Principals' personal information.FlexibilityWillingness to adjust to changing schedules and ad-hoc requests, including travel, events, and unplanned needs.Legal & HealthLegally authorized to work in the United States and able to pass background checks, pre-employment health screenings, including physical exams, drug tests, and flu vaccinations.CommitmentSeeking a long-term, stable role with a strong passion for excellence in household management and a deep commitment to the service of the Principals.Driver's LicenseMust possess a valid U.S. driver's license with a clean driving record.CORE VALUESPrincipals' FirstAlways put the Principals' needs and interests first.Learn from MistakesAdmit mistakes upfront. Learn and grow from them.ConscientiousAttention to detail. Completes duties mindfully, effectively, and promptly.DedicationShows a deep commitment to the role and the company.AccountableTakes ownership of tasks and completes thorough due diligence.IndependentThinks and acts independently. Able to be self-taught and keep improving.ResilienceNever complains or shies away from work. Welcomes constructive feedback and thrives under pressure.WHY JOIN US?Prestigious EnvironmentOperate within a high-end private household, managing luxurious properties and engaging with an exclusive clientele.Strategic ImpactPlay a crucial role in shaping and optimizing household operations, contributing to the overall efficiency and excellence of the residence.Professional GrowthAccess to continuous learning opportunities, including specialized training and potential for career advancement within a prestigious organization.Elite NetworkingEngage with a diverse and international team, as well as high-profile vendors and service providers, expanding your professional network.Competitive CompensationEnjoy a highly competitive salary range with significant earning potential through performance-based bonuses and comprehensive benefits.Supportive CultureThrive in a collaborative and supportive work environment that values dedication, integrity, and excellence.zr

Created: 2025-02-09