Full-Time Executive Personal Assistant/House Manager

Job Title: Full-Time Live-Out Executive Personal Assistant/House Manager Reporting to: The Principal Start: ASAP Location: Jackson, WY (the principals’ residence in the Wilson area of Jackson) Hours: Core hours: Monday through Friday, business hours; must be flexible if needed to work later or occasional weekend, and must be responsive after hours for emergencies The Family: One dog in the home, and the principals’ parents live nearby Primary Home: Large home in the Wilson area of Jackson Other Property: A plot of land nearby, that may be renovated one day Other Assets: Cars The Staff: Housekeeper who works approx. 20 hours a week every weekday morning, a part-time personal assistant, part-time chef, and a number of 3rd party vendors but not on staff The Role The Executive Personal Assistant/House Manager (EPA/HM) is expected to provide general support to the principal as needed, including some administrative, household, and day-to-day assistance. Daily tasks include, but are not limited to, calendar and appointment management, administrative paperwork and bill pay, running errands, organizing the home, liaising with various contractors, and helping with travel arrangements. The EPA/HM should embrace a “no task is too small” mindset, willing to assist with a range of household management duties, including walking the dog, taking to the vet or grooming appointments, or liaising with other staff to ensure tasks are completed. They should be capable of working independently while also collaborating closely with the principal. Ideal candidates will possess the appropriate skill set and experience, excel at research, and be naturally organized. They should bring a positive and competent attitude, demonstrating creative problem-solving, proactivity in completing tasks, and excellent follow-through, while keeping the principal consistently informed. Strong preference will be given to candidates interested in growth, as the principal plans to expand both his family and real estate portfolio. Key Responsibilities Please find your primary responsibilities outlined below: *Please note the below list is not exhaustive. General Administrative Preparing appropriate, efficient and timely responses to the principal’s requests, whether made in person, electronically or otherwise Managing access to employer by screening, drafting, and issuing correspondence on their behalf Efficient personal calendar planning week to week; ensuring principal is aware of all appointments and is fully prepared Coping with last minute changes/requests, working to pre-empt and resolve potential scheduling conflicts Assisting with projects and research as required Day to Day Management General day to day checking/ walk throughs of the property and grounds to ensure all is in good working order, working in both a reactive and proactive manner (or reparative and preventative) Oversight of household systems: HVAC, electrical, smart home technology, and more 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 Good knowledge of household maintenance and servicing needs (interior and exterior) Oversight of all deliveries, renovation projects and general maintenance of the residence; making the principal aware of any necessary repairs or purchases Monitoring the progress of projects, to ensure that they are being prioritized in accordance with the principal’s wishes and that outcomes are being reached in a satisfactory time scale and to the standard expected Ensuring the grounds of the properties are well looked after Creating and implementing household S.O.P.’s (standard operating procedures/household manuals) and maintaining/updating as needed Vehicle Management Schedule and track routine vehicle maintenance (e.g., car washing, oil changes, seasonal service) Assure registration and insurances are current and renewed Family Assistance Monitoring deliveries and arranging returns Assisting with service during events and family gatherings Sorting mail, separating junk Conduct house checks on weekends when the principal is away Able to extend and grow as additional assets and properties are acquired Staff Supervision/ Management Overseeing and managing staff as appropriate Recruiting new household staff if requested/ required Onboarding and training staff Forging relationships with the family and household staff & becoming a trusted ‘go to’ person when needed Structuring the staff schedule that home have support with minimal overlapping time off for all employees Accounts & Bill Pay Keeping a record of all household expenses Household bill pay, plus handling any questions/disputes Electronically filing/ organizing all financial documents efficiently Reconcile credit card statements Liaise with the principal’s tax accountant to ensure all necessary documentation is provided for tax filings 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 prepare living and outdoor spaces to the principals’ specifications for their or guest arrival – coordinating with the household staff to complete or can be instructing others Travel & Event Planning Help coordinate travel: flights, accommodations, itineraries, reservations, and ground transportation with the principal 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. Requirements A clean valid Driver’s License, must have own car to get to/from work and run errands Must live within reasonable commute distance from Wilson, WY Legally able to work within the United States Related experience working in a similar role, or with similar duties working for a HNW private family in their residence Excellent verbal and written communication skills Clean background check (criminal, driving record) Confidentiality/non‑disclosure agreement #J-18808-Ljbffr