Executive Personal Assistant & Estate Manager

LOCATION: San Francisco, CA

SCHEDULE: Full-time, Onsite, Monday to Thursday (with remote work on Friday; flexibility for evening/weekend events as needed)

A highly sophisticated, detail-oriented, and proactive Executive Personal Assistant & Estate Manager is sought for a prominent family based in San Francisco. This individual will provide direct support to the principals while managing the household, liaising with staff and vendors, and overseeing the operations of multiple estates across the country. This is a hands-on role requiring a collaborative mindset, a strong organizational ability, and discretion in managing the needs of a busy family life.

• Oversee and manage multiple estates, ensuring seamless operations at each property (San Francisco, other US locations).
• Liaise with property managers, contractors, and household staff to handle daily operations, maintenance, repairs, and renovations.
• Manage and track household supplies, including inventory, grocery shopping, floral arrangements, and any other needs.
• Coordinate and manage car maintenance schedules, including registration, repairs, and upkeep.
• Ensure all household systems (smart home, electronics, etc.) are functioning and troubleshoot minor issues.
• Supervise and collaborate with other household staff, including housekeepers, chefs, nannies, and vendors, to ensure the smooth running of operations.
• Act as a liaison between family members, vendors, and estate managers to ensure consistency across multiple properties.

• Oversee the family’s schedule, including coordinating medical, personal, and social appointments, meetings, and family events.
• Handle domestic and international travel arrangements, including flights, car service, accommodations, activities, and restaurant reservations.
• Manage household and family logistics, including planning and coordinating events, parties, and special occasions both on-site and off-site.
• Handle the Principal’s personal affairs, such as drafting letters, paying bills, managing expenses, and overseeing philanthropic activities.
• Provide support in organizing and managing children's schedules (e.g., camps, school activities, medical appointments).
• Facilitate personal errands, including shopping, gift wrapping, and any special requests from the family.
• Assist with gift purchasing, wrapping, tracking, and sending thank-you notes on behalf of the principals.

• Oversee household budgets, track expenses, and interface with accountants for accurate reporting and financial management.
• Maintain and organize databases related to family investments, property management, insurance, vehicle maintenance, and more.
• Implement processes for inventory management, household systems tracking, and general organization.

• Supervise household staff across multiple properties, ensuring smooth daily operations.
• Coordinate and communicate with external vendors and contractors for repairs, renovations, and ongoing maintenance.
• Ensure that all staff are meeting performance expectations, with an eye toward efficiency and quality.
• Provide support to other household staff as needed, stepping in to assist with various tasks during busy or high-demand times.

• 5 years of experience as an Executive Personal Assistant, Estate Manager, Household Manager, or similar role within a private residence, high-net-worth family, or luxury environment.
• Strong attention to detail with exceptional organizational and time management skills.
• Ability to think ahead and anticipate needs, maintaining a proactive approach to tasks and problem-solving.
• Discreet with the ability to maintain confidentiality and respect the family’s privacy at all times.
• Flexibility to work evenings, weekends, and occasionally travel to other properties or locations as needed.
• Excellent verbal and written communication skills, with the ability to interact with a variety of stakeholders, including family members, staff, vendors, and contractors.
• Proficiency in Google Suite, Google Calendar, Bill.com, Airtable, and smart home technology systems (or ability to learn new systems quickly).
• Experience with budgeting and expense tracking, especially within household management or family office settings.
• Ability to work both independently and within a team, managing multiple projects and priorities efficiently.
• Must be comfortable working in a home with children and pets.

• Competitive Salary based on experience.
• Health care stipend (medical, dental, vision).
• Paid time off (PTO) and sick days
• Paid federal holidays.
• Annual performance-based bonus

Currently interviewing candidates with a preferred start date of February/March 2025.

If you are an experienced, proactive, and highly organized professional who thrives in a fast-paced environment and are looking to make an impact in a dynamic, multifaceted role, we would love to hear from you.

Please submit your resume, cover letter, and list of references for review and consideration. We look forward to finding the right candidate to join this exceptional family in managing their sophisticated and fast-paced lifestyle.