Full-time Personal Assistant/ House Manager

Job Title: Full-time Personal Assistant/ House Manager (Hybrid)

Reporting to: The Principals

Location: Must be located within the Philadelphia / Haddonfield, NJ/ Delaware tri-state area

Hours : Core schedule, Monday – Friday, business hours; with flexibility to be responsive after hours and weekends

Salary : $110,000 - $140,000/year, DOE, plus a discretionary yearly adjustment and bonus

Benefits : Medical, dental, vision, and retirement, PTO, sick days, and main federal holidays

The Family: Husband, wife, and two adult sons

Pets: No Pets

Primary Home : Palo Alto, CA

Other Homes: Philadelphia, PA; Haddonfield, NJ; Bethany Beach, DE; Newark, DE; and Atlanta, GA

Travel: Fair amount of travel to the Haddonfield home as they’re planning a major renovation project in early 2027; plus, occasional travel to their other homes as needed, as well as other locations domestic and international

Key Responsibilities*

Please find your primary responsibilities outlined below:

*Please note the below list is not exhaustive.

Day to Day Management

• Preparing appropriate, efficient and timely responses to the principal’s requests, whether made in person, electronically or otherwise
• Handles personal matters as necessary, including, but not limited to:
• Runs personal errands for principals and family
• Assists with personal/family agenda
• Books dining reservations and personal/medical appointments
• Manage household inventory needs, placing orders/shopping as needed
• Maintain family records, keeping and documenting detailed notes of preferences of the families’ preferences
• Daily review /scan of e-mail for items requiring action by the principal
• Schedule Zoom/Teams meetings as requested by the principal
• Assists with management of complex and frequently changing calendar
• Manages immediate and long-term ad hoc projects
• Manages and tracks all orders and shipping for principals, family members and all homes
• Assists with creation and management of all home and personal data, vendor and personal accounts
• Assists with shopping, management and travel needs for principal’s homes
• Assisting with projects and research as required

Administrative Support for Board of Director Matters

(Two Public company boards, One Non-Profit)

• Executive Admin Contact – manage board meeting calendar updates, liaison with board travel manager for board related travel, daily screen e-mail for board correspondence requiring the principals’ attention

Travel and Event Planning

• Coordinate all aspects of family travel: flights, accommodations, itineraries, reservations, and ground transportation with the principals (commercial and private)
• Plan and coordinate social and family events, including managing logistics and vendor communications with the principal; this includes social plans with friends, birthdays, and dinners
• Maintain and update family calendars with social engagements, appointments, and travel plans
• Traveling to families’ properties and vacation rentals as needed (e.g., preparing in advance of the family’s arrival and when needed for overseeing renovations and maintenance)

Property Management Assistance

(Personal Residences in California, New Jersey, Georgia, Delaware, and Pennsylvania)

(Vehicles - 2 in New Jersey, 3 in California)

• Maintain a list of all service contracts on residential appliances
• Schedule and track routine maintenance
• Keep detailed records of asset upkeep and ensure timely follow-up on maintenance needs
• Document and facilitate donation of assets to charitable organizations
• Maintain a list of property taxes of payments made, and upcoming tax payments (amount, timing) for all properties
• Sourcing and overseeing vendors (e.g. plumbing, electricians, maintenance workers, etc.), suppliers (e.g. florists, dry cleaners, etc.), contractors (for major repair and renovation projects) and various appointments
• Maintaining excellent relationships with suppliers, vendors, etc.
• Ensuring all maintenance contracts are negotiated, documented, stored and well monitored and maintaining an up-to-date supplier list
• Conduct house checks on weekends when the principal is away

Primary Point of Contact

• Ensuring excellent property security, serving as a point‐of‐contact for all emergencies and urgent questions

Inventories and Guest Arrival

• Purchasing of all perishable and non-perishable items, and preparing living and outdoor spaces to the principals’ specifications for their or guest arrival

Requirements

• Legally authorized to work in the U.S.
• Must be located within the tri-state area of Philadelphia, PA/ Haddonfield, NJ/ Wilmington, DE
• Must have a valid drivers’ license, reliable vehicle, and clean driving record
• Must be willing and able to travel domestic and international as needed
• Proven work experience as an executive/ personal assistant/ house manager role for HNW private families
• Knowledge of office management systems and procedures
• MS Office and English proficiency
• Outstanding organizational, problem-solving, and time management skills
• Ability to multitask and prioritize daily workload
• Excellent verbal and written communications skills
• Discretion and confidentiality
• Happy to undergo a criminal background check
• Excellent references required from both current and previous employers