House Manager & Family Assistant (Daily Home Resets & Meal-Prep Focus)

House Manager & Family Assistant (Daily Home Resets & Meal-Prep Focus)

Employment Type: Full-time (35-40 hours/week) Proposed Start Date: ASAP Compensation: 30-35 per hour, based on experience, paid through W-2 payroll. Proposed Schedule: WednesdaySunday, with Mondays and Tuesdays off. Typical shifts begin around 12:00/1:00 PM and end around 8:00/9:00 PM, aligned with the children's evening routines. Exact daily shifts and weekly hours will be agreed upon within the anticipated 3040-hour range. Some flexibility in the preferred weekly schedule is possible for the right candidate. Availability for weekend work and occasional travel with family or overnights with children is non-negotiable. Primary location near Phoenix, Arizona during the school year. Working near Portland, Oregon for approximately three months each summer is required; separate housing or a housing stipend will be provided.

Requirements

• Valid driver's license, reliable transportation, and a clean, safe driving record; comfortable driving the family vehicles for work-related needs.
• Ability to navigate multiple flights of stairs throughout the workday.
• Willingness and ability to work in Oregon for approximately three months during the summer and travel with the family as needed throughout the year.
• Comfortable working in a home with cats and dogs.
• CPR and First Aid certification preferred.
• Ability to sign and strictly adhere to a household confidentiality agreement/NDA, including social media.
• 20+ years of experience in household management, administrative assistant roles, organizing, teaching, or childcare experience strongly preferred (can include stay-at-home parenting towards experience requirement, but must include at least three years outside the home)
• Maintain a smoke-free environment.
• Must be authorized to work in the United States.

About Our Family

We are a warm, grounded, and creative family with a sweet, energetic toddler, an artistic tween, and beloved pets. Both parents have demanding careers, and with Dad traveling frequently, our schedule can shift on short notice. Mom is very hands on with the day-to-day lives of the children, but needs support with organization, household management tasks and errands. Our home is truly our sanctuary to recharge and we like to keep it easy and calm. Dad works in a high-stress, high pace environment so we value a serene, very organized environment built on kindness and clear boundaries.

We take pride in maintaining longstanding, trusted relationships with the professionals who support our household. As engaged parents, we are seeking a proactive, dependable parent's helper who can seamlessly keep the home organized, manage day-to-day logistics, provide hands-on childcare, and prepare consistent, healthy dinners without needing constant direction.

Ultimately, we are looking for someone discreet and adaptable who can keep our schedules and afternoon routines running smoothly and help maintain a fun and organized space where our family can reconnect at the end of the day.

Who You Are / What We're Looking For

You are an exceptionally organized, resourceful professional who notices the details and follows through. You consider yourself a perfectionist. You can walk into a room, see what needs resetting, and restore order while keeping larger priorities moving. You enjoy maintaining established systems, anticipating supplies and appointments, and turning recurring tasks into reliable routines. You are equally comfortable picking toys up, loading the dishwasher, walking the dog, completing online returns, buying supplies for a school event, preparing a healthy dinner, coordinating a service visit, and shifting to childcare when the family needs support.

Your presence is calm, mature, kind, and professional. You are appropriate in your clothing (no athletic wear), speech, and comportment. You respect the parents' role, work cooperatively with long-tenured household staff, and treat everyone in the home including children, pets, guests and other employees appropriately and professionally.

You maintain appropriate personal boundaries and confidentiality, use sound judgment, and communicate efficiently. You understand when a time-sensitive concern needs immediate attention and when a routine question can wait, protecting the family's focus without limiting children's access to their parents.

You are patient and attentive with children, experienced with supporting different developmental stages, and willing to provide meaningful hands-on care. A playful approach and sense of humor are welcome. Above all, you bring humility, flexibility, and a hands-on attitude toward the responsibilities of this role. You take pride in supporting a household where family and staff treat one another with respect.

Key Responsibilities

Household Management

• Complete a thorough daily reset of each room in the large house, noticing small details and returning all rooms, surfaces, and shared spaces to the family's established standard. The house should be consistently picked up and ready for unexpected guests at any time.
• Maintain existing labeled organization systems and coordinate with the family's professional organizer when additional support is needed.
• Coordinate recurring tasks and day-to-day communication among the household staff and work and follow through on open items, closing any open loops.
• Coordinate seasonal clothing swaps, donation drop-offs, and replacement clothing or gear as children grow.
• Handle light tidying, dishes, and high-traffic-area upkeep. Change or coordinate replacement of air filters, lightbulbs, and batteries, and water indoor plants.
• Coordinate with the part-time housekeeper, who retains primary responsibility for school-year laundry, and maintain orderly, well-stocked laundry areas.
• Take a more hands-on role with family laundry during summers, including washing, folding, organizing, linen rotation, and ironing or steaming as needed.

Administrative & Personal Assistant

• Manage Family's calendar; scheduling medical/dentist appointments for kids, pets, and parents as needed.
• Coordinate routine family vehicle maintenance, oil changes, registration renewals, and insurance-document tracking.
• Keep family vehicles fueled, organized, and ready for use, and arrange or complete weekly basic exterior and interior cleaning.
• Drive family vehicles to service appointments and for other approved work-related needs.
• Assist with tasks like printing, buying materials for school projects, or selecting and wrapping gifts as needed.
• Maintain existing home files and occasionally assist with tasks as requested by the executive assistant or bookkeeper.
• Book flights, hotels, and activities for travel. Travel with children and family as needed.

Errands & Inventory

• Proactively monitor pantry, refrigerator, pet, and household supplies and replenish them before they run out.
• Maintain running supply lists and manage weekly grocery and online retailer orders and deliveries using the family's shared ordering system.
• Take full ownership of online returns, a high-priority need, including email access, tracking return deadlines, initiating returns, and completing shipping or drop-offs promptly.
• Handle dry cleaning, gift shopping, and other household errands.
• Collect and sort mail and packages from the family's properties, scan important mail to PDF for remote access, and break down shipping boxes.
• Use the provided work card for approved purchases, retain receipts, and submit documentation to the family's bookkeepers.

Meal Support

• Take ownership of preparing dinner approximately five nights per week, with meals ready at a consistent, agreed-upon time.
• Set the table beautifully and reset the kitchen after dinner.
• Develop a rotating weekly menu for family approval using preferred recipes and practical new ideas. Simple, healthy, protein-focused meals with fruits and vegetables are the goal; professional chef-level cooking is not expected.
• Manage grocery shopping and ingredient availability, follow the family's dietary preferences and allergy instructions, and leave the kitchen clean and ready for the next day.
• Assist with simple weekly lunch batch preparation for a child as needed, with timing coordinated around the agreed workweek. Daily breakfast preparation is not part of the regular scope.

Childcare & Family Support

• Provide light regular and backup childcare, including afternoon transitions, activity support, and occasional date-night or evening coverage coordinated within the agreed schedule.
• Step in with one child while a parent supports the other, adapting between household tasks and childcare as needs change.
• Assist with school and activity pickups and drop-offs, backpacks, clothing, snacks, and next-day preparation.
• Maintain the family calendar and proactively schedule and track recurring medical and dental appointments for children and parents, along with household appointments