Administrative & Executive AssistanceExecutive Support
About the job
Requirements
Five or more years in management roles within luxury hotels, family offices, or private estates.
A bachelor's degree or higher in Hospitality Management, Property Management, Business Administration, or a related field is preferred.
Strong written and verbal communication skills in English; additional languages are a plus.
Proficiency with G-suite, iPhone, MacBook, and property management tools.
Ability to lead teams, optimize performance, and inspire service excellence in household operations.
Expertise in managing complex vendor relationships with a focus on value and quality.
Strong organizational skills to manage multiple priorities with precision and foresight.
Ability to think strategically and implement solutions to complex challenges.
Strong commitment to privacy and ethical handling of sensitive matters.
Responsibilities
Recruit, train, and lead a team of Personal Assistants; set measurable performance goals and conduct regular reviews to enhance team efficiency and collaboration.
Negotiate and manage vendor contracts, build long-term partnerships, monitor performance against targets, optimize costs, and refine processes.
Oversee estate maintenance through scheduled inspections and predictive maintenance plans; track upkeep milestones and implement operational improvements.
Coordinate communications with Principals using tools such as G-suite, and manage documentation and secure records with regular process evaluations.
Coordinate errands and transportation, automate routine tasks such as scheduling deliveries, and set measurable goals for reliable service delivery.
Develop contingency plans for urgent requests, including last-minute travel or event changes, and establish response benchmarks.
Enforce confidentiality protocols, conduct audits to protect sensitive information, and train staff on ethical standards.
Optimize document and data systems, automate filing and retrieval, and improve processes for accurate, efficient, secure, and accessible records.
Desired Qualifications
Experience in high-end service environments or event management.
Familiarity with global operations or cross-cultural teams.
Additional languages.
Location: Atherton, CA, 94027 (On-site)
Job Type: Full-Time
Availability: Typically 9am~5:30pm M-F. As a salaried exempt position, the role is based on responsibilities and results, with reasonable availability for on-call support as needed to fulfill management duties.
COMPENSATION:
$130,000 - up to $400,000/year (DOE)
Discretionary year-end bonus (up to 20%)
Health insurance
Paid vacation, holidays, sick days
Paid meal breaks
Regular reviews & significant opportunities for career advancement
INTRODUCTION:
Join an exclusive, high-end private household as a Personal Assistant Manager, where your leadership will drive the success of household operations. This position offers more than just operational oversight – it provides the unique opportunity to directly influence the daily life and experiences of a prestigious household. As a pivotal figure in a dynamic team, you will play a key role in shaping a culture of excellence, setting the bar for service, and delivering tangible impact to an elite clientele. This is the ideal role for a seasoned professional eager to make meaningful contributions while advancing their career in an inspiring environment.
DUTIES:
Team / Personnel Management:
Recruit, train, and lead a team of Personal Assistants, setting measurable performance goals to ensure exceptional service. Conduct regular reviews to enhance team efficiency and foster a culture of collaboration and excellence.
Vendor & Supplier Management:
Negotiate and manage vendor contracts, establishing long-term partnerships to ensure high-quality service. Monitor performance against clear targets, optimizing costs and refining processes to meet the household’s standards.
Property Management:
Oversee estate maintenance through scheduled inspections and predictive maintenance plans to prevent issues and preserve property value. Track upkeep milestones and implement improvements for operational efficiency.
Administration and Communication Coordination:
Streamline communication with Principals, ensuring timely, accurate exchanges using tools like G-suite. Manage documentation, maintaining organized, secure records with regular process evaluations.
Personal Matters and Errands:
Coordinate errands and transportation, automating routine tasks (e.g., scheduling deliveries) to prioritize high-value needs. Set measurable goals for efficient, reliable service delivery.
Emergency and Flexible Support:
Develop contingency plans for urgent requests, such as last-minute travel or event changes, establishing response benchmarks to ensure swift, systematic handling.
Confidentiality and Professional Ethics:
Enforce rigorous confidentiality protocols, conducting regular audits to protect sensitive information. Train staff on ethical standards to uphold the household’s trust.
Document and Data Management:
Optimize document and data systems, automating tasks like filing and retrieval for secure, accessible records. Implement process improvements to ensure accuracy and efficiency.
REQUIREMENTS:
Education & Experience:
Bachelor’s degree or higher in Hospitality Management, Property Management, Business Administration, or related field preferred.
5+ years in management roles within luxury hotels, family offices, or private estates.
Core Competencies:
Leadership & Impact: Proven ability to lead teams, optimize performance, and inspire service excellence while driving meaningful contributions to household operations.
Vendor Management: Expertise in managing complex vendor relationships with a focus on delivering value and quality.
Organizational Mastery: Superior organizational skills, able to handle multiple priorities with precision and foresight.
Communication: Strong written and verbal communication skills in English; additional languages a plus.
Technological Proficiency: Skilled with G-suite, iPhone, MacBook, and property management tools.
Problem-Solving: Demonstrated ability to think strategically and implement solutions to complex challenges.
Confidentiality: Strong commitment to privacy and ethical handling of sensitive matters.
Preferred Qualifications:
Experience in high-end service environments or event management.
Familiarity with global operations or cross-cultural teams.
CORE VALUES:
Principals' First: Unwavering commitment to meeting the needs of our principals.
Learn from Mistakes: Ability to learn from challenges, take accountability, and grow.
Conscientiousness: Diligence in performing tasks with precision and care.
Dedication: Deep commitment to role, team, and organization.
Accountability: Ownership of responsibilities with thorough attention to detail.
Independence: Proactive problem-solver with a drive for continuous improvement.
Resilience: Ability to thrive under pressure, welcome constructive feedback, and maintain a positive attitude.
WHY JOIN US?
Elite Environment: Lead operations in a luxurious estate, serving a distinguished clientele.
Strategic Impact: Shape the success of a prestigious household through innovative leadership.
Career Growth: Access tailored training and advancement opportunities to elevate your career.
Innovative Tools: Leverage cutting-edge systems for seamless operations.
Competitive Rewards: Enjoy a top-tier salary, performance bonuses, and comprehensive benefits.
Collaborative Culture: Thrive in a supportive team that values your contributions.