Full Time Estate & Family Operations Manager in Woodside, CA

Job Description

Job Description

Seeking a highly organized, proactive, and trustworthy Estate & Family Operations Manager three days a week or four half- days to oversee operations across multiple private residences and provide seamless support to a busy principal. This person is the central point of coordination for household operations, vendors, maintenance projects, some travel logistics, events, mail and correspondence, and administrative responsibilities.

The ideal candidate anticipates needs before they arise, communicates clearly and professionally, thrives in a sometimes spontaneous environment, and takes full ownership of ensuring details are executed to a high standard with minimal supervision.

Primary Responsibilities

Estate Management

• Oversee operations across multiple residences.
• Conduct regular property walkthroughs to identify maintenance needs.
• Coordinate preventative maintenance and repairs.
• Manage service schedules for HV AC, plumbing, electrical, landscaping, pools, generators, security systems, and other home systems.
• Obtain competitive bids and oversee vendor selection.
• Track ongoing projects and ensure timely completion.
• Maintain household inventories and supplies.

Vendor & Staff Management

• Serve as the primary point of contact for all household vendors.
• Oversees housekeepers, gardeners, and specialty contractors.
• Schedule and supervise contractors and service providers.
• Build long-term relationships with trusted vendors.
• Verify quality of work before approving completion.

Executive & Administrative Support

• Manage personal and household calendars as requested.
• Manage incoming and outgoing mail, packages, and correspondence, including sorting, forwarding, and secure handling of sensitive or confidential items.
• Prepare expense reports and organize receipts.
• Assist with tracking household expenditures.
• Handle confidential information with complete discretion.
• Maintain digital records, warranties, manuals, and household documentation.

Household Operations

• Coordinate grocery shopping and household purchasing.
• Ensure homes remain stocked and guest-ready.
• Arrange deliveries and oversee installations.
• Manage vehicle maintenance, registrations, detailing, and service appointments.
• Coordinate pet care.
• Assist with seasonal decorating, gifts, and special occasions.

Event Planning

• Coordinate family gatherings, dinners, celebrations, and special events.
• Manage invitations, vendors, catering, rentals, and event logistics.
• Oversee setup and execution to ensure a seamless experience.

Project Management

• Lead household improvement projects from planning through completion.
• Maintain project timelines, budgets, and status updates.
• Coordinate multiple vendors simultaneously.
• Identify potential issues before they become problems.
• Provide regular progress reports to the principal.

Miscellaneous

• Run personal errands.
• Simple, but healthy meal preparation.
• Research products, services, and recommendations.
• Assist with special projects as assigned.
• Maintain the highest level of professionalism and confidentiality.

Qualifications & Experience

• 5+ years supporting high-net-worth individuals or private households. Experience managing multiple residences is preferred.
• Background in estate management, executive or personal assistant work, household budgeting, vendor management.
• Event planning, travel coordination, property maintenance oversight, or luxury service/hospitality.
• Exceptional organizational and project management skills.
• Strong written and verbal communication.
• Excellent problem-solving abilities.
• Highly proactive with outstanding attention to detail.
• Comfortable managing multiple priorities simultaneously.
• Tech-savvy with spreadsheets and project tracking tools.
• Valid driver's license and reliable transportation.
• Ability to lift household items and move throughout large properties.

Personal Attributes

• Trustworthy with impeccable integrity.
• Calm and friendly under pressure.
• Resourceful and solutions-oriented.
• Warm, polished, and professional.
• Self-starter who requires little direction.
• Strong sense of ownership and accountability.
• Excellent judgment and discretion.
• Positive attitude and willingness to help as needed.

Compensation

Competitive salary commensurate with experience, plus benefits. This position requires flexibility, including selectively evening or weekend availability for special travel, events, or urgent household matters.