Estate Manager/Personal Assistant

Full time Estate manager/Personal Assistant to businessman located in Boca Raton, FL. It is a one-person household. Principal is very active in the community and engages frequently in philanthropic work. He is looking to bring on an estate manager/ personal assistant who will support in managing his properties and personal calendar.

RESIDENCES & LOCATIONS:

• 5400 sq ft home in Boca Raton, FL – Primary Residence
• 800 sq ft condo in Boynton Beach, FL – Guest Residence
• 2800 sq ft condo in Countryside, IL – Secondary Residence

THE POSITION

The Estate Manager/Personal assistant (EM/PA) will work with the Principal, as well as anticipate his needs, to ensure all 3 residences are appropriately staffed and operate smoothly and seamlessly. The EM/PA will supervise domestic assistants, boat captains, limo drivers, housekeepers, and vendors.

SCHEDULE: Monday to Friday, business hours with flexibility.

ESSENTIAL FUNCTIONS

General Duties

• Meet weekly with Principal to discuss updates on current task list for self and staff, strategize and prioritize projects and requests including upcoming events, travel, limo, or captain requests.
• Primary point of contact for all needs associated with residences (i.e., repairs, projects, special requests, etc....)
• Contract negotiation, supervision of construction and renovation projects; liaising with vendors on all properties.
• Interface with Principal’s Controller to coordinate projects that involve both home and office.
• Coordinate guest stays at other properties.
• Interface with Controller on all financial matters.
• Run necessary errands whenever needed.
• Interface with staff in coordinating events, guest stays.
• Guest liaison, hospitality, and events for out-of-state properties. May need to travel to Chicago.
• Coordinate and manage professional housekeeping services.
• Coordinate and manage all boat outings and captains’ duties.
• Perform hands-on minor repairs when able to, conduct inspections of all security, HVAC, AV, plumbing, lighting, pool equipment at Primary residence.
• Manage and coordinate shopping, returns, gifts, and flowers for the Principal.

Household Staff Oversight

• Supervise domestic assistants, housekeepers, boat captains, limo drivers; coordinating, prioritizing and delegating tasks to ensure successful completion of day-to-day responsibilities as well as projects. When needed, assist with staff duties to ensure all duties are completed in a timely manner.
• Create organized Project/Task list for each staff member to oversee and manage all duties to completion of each such task.
• Oversee hiring and training of household staff.
• Liaise with Controller on company policies and procedures and any human resource matter. Provide household staff with current, relevant company information while also reporting back to Controller any recommendations, concerns and/or issues with household staff.
• Ensure staff are punctual and attend to their duties.
• Conduct semi-yearly and yearly performance reviews for staff.
• Review PTO requests of household staff and submit to Controller upon approval.

Residence Management & Maintenance Responsibilities

• Develop and maintain SOP for household operations (i.e., warranty information, operating manuals, troubleshooting, security, use and care guides, various checklists, etc....)
• Develop and maintain yearly maintenance schedules for each property, setting priorities for tasks on a daily, weekly, monthly, quarterly, and annual basis.
• Responsible for ordering normal household goods and other items requested.
• Supervise and assist onsite for secondary condo residence readiness, inventory, preparation for guests, supervise housekeeping, etc.
• At a minimum, quarterly walk grounds of the properties with the grounds/maintenance vendors to review new and/or ongoing projects and timelines. See all projects through to completion.
• Understand the operation, repairs, maintenance, warranties, and checks required for the following systems: security, electric, HVAC, plumbing, audio/visual, appliances and swimming pool. Suggest changes that can be made to ensure seamless operations for end users.
• Understand and manage household computers, phones, network, entertainment, and security systems.
• Coordinate timing of outside vendors (i.e., handyman, landscapers, etc.). Follow up on appointments assuring appropriate staff coverage at properties during time of vendor service.

Personal Assistant Duties

• Financial

- Bill pay using QB, credit card reconciliation, maintain system for credit card receipts
- Work with Controller on household related expenditures before forwarding for payment.
- Work with Controller on a weekly basis on upcoming expenditures, obtaining approval for
large purchases or project expenses, as needed.
- Review and approve bi-weekly time sheets, including overtime, and PTO of staff. Remit to
Controller for processing.
- Ensure that proper documentation and submission of household credit card
purchases/receipts are reconciled before they are submitted to Controller.
- Oversee household petty cash.

• Scheduling and Calendar Management
• Manage multiple Outlook email accounts and contact lists that include family members, vendors, businesses, personal contacts, etc. for Principal.
• Prepare documents for signature by Principal, make copies, forward them to necessary parties.
• Travel planning
• Opening & sorting mail
• File Management – keep all household manuals, Principal’s documents, mail, and accounting paperwork organized.
• Manage all product returns and drop offs on weekly basis
• Work with staff on management of prescription and supplement (inventory, ordering and pick-ups)
• Purchase flowers/gifts, deliver gifts on occasion and gift wrapping.
• Accept deliveries, unpack, issue returns/exchanges.
• Holiday decorating
• Running Errands – making returns, dry cleaners, etc.

Special Projects

• Overall coordination of special events and party planning with Principal. This will include catering, invitations, entertainment, scheduling staff, confirming all logistics, etc.

REQUIREMENTS:

• Ability to manage staff appropriately; lead by example, create team environment.
• Extremely organized. Great communication & interpersonal skills
• Ability to multi-task
• Take ownership of the position by creating systems of organization where needed for home and staff.
• Skills in Outlook: task function, calendar, and email
• QuickBooks skills helpful
• Discretion & Confidentiality

COMPENSATION & BENEFITS: Competitive salary, commensurate with experience. PTO, Health Insurance Stipend, Other benefits.

Job Type: Full-time

Pay: From $150,000.00 per year

Benefits:

• Paid time off

Schedule:

• Monday to Friday

Experience:

• Estate Manager: 8 years (Preferred)

Willingness to travel:

• 25% (Preferred)

Work Location: In person