Estate Manager/Personal Assistant to UHNW Family

Our client, a wonderful UHNW family in Scottsdale, AZ, has engaged us to place an energetic, detail/solutions-oriented and exceptionally organized individual they can trust, in the role of Estate Manager/Personal Assistant (EM/PA) to support the 2 Principals and their two younger children, boys ages 12 & 14 (they also have 4 adult children & grandchildren). This role encompasses a mix of some estate management (currently only the AZ estate) and personal/family assistance. The man of the house is a busy CEO that travels frequently for work, and the EM/PA will be a strong support system for the lady of the house in helping with prioritizing the boys’ schedules/needs (assist with driving to/from school, appointments & extracurricular activities etc., managing the busy family calendar, sourcing tutors, doctors etc.). The home is not run in a formal fashion, as the family is more relaxed, but the Principals would like the EM/PA to managing things professionally, with a calm demeanor.

The AZ estate is over 20k square feet on over 25 acres (currently undergoing some remodeling). The family also has an estate in Sun Valley, ID with similar square footage on about 100 acres, as well as a houseboat on Lake Powell. When the family travels to SV (end of Dec. to early Jan.) and LP (during the summer), the EM/PA will travel a few days in advance to prep the homes (3 on lot in SV) and houseboat (on LP) for their arrival & then return to AZ. While there is no current need to travel with the family, a request could come at some point in the future.

The ideal candidate is a self-starter, resourceful, forward-thinking, flexible, and computer tech savvy, with prior experience supporting a busy family (highly preferred) or individual in a similar role/capacity. A positive, can-do attitude, “figure it out” mentality, good worth ethic, high level of integrity, discretion, effective communication, ability to seamlessly multi-task & identify priorities, work well independently and enjoy working around children (teenagers) is essential in this role. This is a great, long-term opportunity for the right fit. Must be willing to sign an NDA. Relocation assistance available if needed for the right fit.

Hours: Likely 7am-7pm M-F with flexibility needed - will depend on the needs of the family. A split shift is possible (ex: 7am-10am, returning around 2/2:30pm to finish out the day). Flexibility is needed to assist with transportation for the boys to games etc. on the weekends (mostly Saturdays) for a few hours as needed (not every weekend). The Principals have an SUV that will be provided for use when transporting the boys, running errands etc. There’ll also be a need for occasional overnight stays (sometimes multiple nights) with the boys (with advance notice) when the Principals travel together.

Location: North Scottsdale, AZ (beautiful Silverleaf community)

About YOU:

• You have a servant’s heart (no job is too big or too small!), and get things done!
• You’re highly proactive with exceptionally strong organizational skills, able to multi-task, and manage multiple priorities & logistics
• You’re very resourceful, show initiative, have strong decision-making capabilities, and a proactive approach to problem solving
• You have a calm demeanor, and convey emotional maturity and professionalism
• You have experience supporting busy Principals & homes at a high-level, including complex calendar management & travel coordination
• You’re comfortable working around teenagers & dogs (they have one dog)
• You’re a smart self-starter, proactive, productive, energetic, & work well independently
• You’re forward thinking, intuitive, anticipate needs and try to always remain two steps ahead of your Principals' needs
• You have a “figure it out” mentality, and know to ask questions when needed
• You have exceptional written & verbal communication skills
• You’re flexible/adaptable and have the ability to pivot as needed
• You utilize tact, discretion and good judgement at all times, especially when exposed to confidential or sensitive material
• You have impeccable attention to detail & strong follow through
• You’re computer tech-savvy, ideally have experience with smart home systems/household technology, and are not afraid of/capable of learning new technology
• You’re articulate, personable, exude positive energy, and remain calm under pressure
• You have the ability to be a good “buffer” and communicate with a mix of different personalities, and an ability to “read the room”
• You’re driven, confident, diligent, and have a strong work ethic
• You’re honest and display a high level of personal accountability and responsibility
• You’re a great team-player willing to roll up your sleeves and jump in where needed to get things done
• You have strong time management skills, and don’t need to be micromanaged in order to execute
• You have a good history of job stability, excellent references & are looking for a long-term position

Responsibilities Include (but not limited to):

• Assist in managing the busy family calendar, appointments & prioritizing demands, looking in advance of minimum 4 week rolling calendar with a lot of interceptions & changes that arise
• Assist in driving the boys to/from school, appointments & extracurricular activities
• Check the boys’ grades daily when they return from school, ensure no assignments missed and make the Principals aware of what is going on with schoolwork, & communicate with tutors as needed etc.
• Research & source great tutors, doctors, voice coaches etc.
• Complete oversight of the AZ estate; create and implement system protocols & procedures (create, maintain and update household manuals)
• Conduct regular walkthroughs (interior & exterior)
• Create a budget over time for holiday vendors, event vendors, etc.
• Communicate with and stay aware of vendors & visitors coming in/out of property and providing access where needed
• Ensure security measures & protocols are in place and the property is secure at all times; Provide oversight of the security/alarm systems and household technology
• Stay on top of all remodeling within the home, ensuring everyone is moved out of areas currently being remodeled
• Submit all invoices & receipts for processing
• Proactively create, maintain, implement & administer seasonal routines and procedures, and oversee the upkeep for the household interior and exterior needs (landscaping, window washing, power washing, pool, IT, HVAC, plumbing, electrician etc.) to ensure optimal working order at all times
• Maintain working order of electronic systems, appliances, smart home systems and WiFi throughout the homes
• Manage care of automobiles (insurance, regular maintenance, cleaning, fueling, registration etc.)
• Develop lists, order/purchase and maintain stock of household toiletries, linens, cleaning supplies, food, beverages, travel supplies, etc.
• Maintain home office equipment & troubleshoot as needed
• Prepare the guest house for guests (groceries, toiletries etc.)
• Assist with travel arrangements and logistics (hotel, car, etc.), communicate with pilot (family has a jet and flies private when all together), book commercial flights, and create detailed travel itineraries
• Organize and oversee all social events, dinner parties and fundraisers; assist with invitations, manage RSVP tracking, and vendor management
• Experience with handling and caring for fine art, fine furniture, and collectibles - Principals are redecorating the house and will have a lot of install. Be aware of when deliveries are and ensure areas are prepared & cleaned for install
• Assist with packing for trips (the boys), ensuring all items on the list are packed
• Organize, package, ship and receive deliveries and packages for household and Principals
• Purchase/wrap gifts for holidays, birthdays & special occasions etc.
• Order/pick up meals as requested
• Filing and organizing household documents
• Assist with holiday decor as needed and making boxes accessible to the decorator
• Home organization projects (closets, pantry, bathrooms etc. & closet maintenance (seasonal wardrobe rotation, organization, donations, etc.)
• Check in on the Principals’ home when they’re out of town, watering plants, verifying no maintenance issues and preparing home for their return (fridge is stocked, personal toiletries etc.)

Experience/Education:

• 4 years’ related experience providing high level personal service to a busy family (preferred) or individual as an Estate/House Manager, or similar role (i.e. PA/Family Asst. with some EM/HM responsibilities)
• Bachelor's Degree (preferred/not required)
• Proficient in G-Suite & Microsoft Office Suite
• Computer tech Savvy & experience with/comfortable using a Mac & PC, smart home systems/household technology, apps
• Valid Driver’s License, reliable vehicle & clean driving record

Compensation/Benefits:

• Base Salary: $150-$200k *DOE* annual discretionary performance based bonus up to 15%
• 401k w/employer match
• PTO/Sick Days/Holidays
• Medical/Dental
• Life & AD&D Insurance
• STD & Voluntary LTD
• FSA & Health/Wellness resources
• Laptop provided (Mac)

*Successful completion of reference, background checks and drug screen are required prior to employment*

Note: Candidates of interest will be contacted via email with a questionnaire to further assess a potential fit and next steps. Candidates not selected will have their resume kept on file for consideration of other opportunities. We do not advertise/post all open positions.

TMH, LLC & our Clients provide equal opportunity employment, and don’t discriminate with recruitment of candidates or employment on the basis of race, color, religion, gender, sexual orientation, age, national origin, marital status, disability, military status, veteran status, or any other characteristics protected by law. We're a boutique recruiting agency specializing in direct hire placement of top talent in administrative & private household roles nationwide. Please visit www.trademarkhire.com to learn more about us.

Job Type: Full-time

Pay: $150,000.00 - $200,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Schedule:

• Monday to Friday
• Weekends as needed

Supplemental pay types:

• Bonus opportunities

Ability to commute/relocate:

• Scottsdale, AZ 85255: Reliably commute or willing to relocate with an employer-provided relocation package (Required)

Application Question(s):

• Are you flexible & comfortable with the hours noted in the JD, additional weekend assistance as needed, overnight stays as needed, and traveling in advance of the family's travels to prep the homes?
• Are you willing to undergo a background check and drug screen, in accordance with local law/regulations?
• Do you have a clean driving record?

Experience:

• Estate/House Management: 4 years (Preferred)
• Personal assistant: 4 years (Preferred)

License/Certification:

• Driver's License (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person

Salary : $150,000 - $200,000