Executive Personal Assistant & Household Operations Manager

Executive Personal Assistant & Household Operations Manager

This role supports a busy entrepreneur, mother, homeowner, and business owner. The household is highly organized, systems-driven, and operates through detailed project management. Success in this role comes from anticipating needs, following through consistently, and managing dozens of simultaneous priorities with minimal supervision. In addition to the Principal, there is a live-in housekeeper who manages cleaning and meal support, a toddler who keeps things lively, a new baby on the way, and a sweet hypoallergenic dog who rounds out the crew.

The principal is seeking an organized, self-starting Executive Personal Assistant & Household Operations Manager to manage the daily operations of her family and business development activities at work. While many tasks will center around the primary home, this role is remote 4 days a week with only 1 day on-site. Given the unique nature of this role, a reliable, proactive individual who can handle last-minute, highly detailed tasks with judgment, discretion, and taste will be essential. The ideal candidate must be able to execute tasks independently, manage the household's vendors, and stay on top of ongoing requests with meticulous attention to detail and enthusiasm. The household is fast-paced and dynamic, focused on maximizing family time and efficiency. This is an exciting, long-term role that requires someone who can not only execute to a high standard, but also has quick thinking, discretion, and a willingness to dive into the details. The right candidate will become a trusted long-term partner who increasingly takes ownership of household and family operations over time.

You are an energetic, self-starting individual who thrives in a flexible, fast-paced environment. Your warm, personable, professional, and resourceful approach helps you tackle even the most challenging requests with creativity, sound judgment, and efficiency. Highly detail-oriented, adaptable, and an excellent multitasker, you have a knack for discerning underlying needs and making a vision come to life. You're a master at reading between the lines and delivering what's needed with speed, precision, and care. A background in project management, event planning, luxury hospitality, and/or estate management would be a great asset.

You have polished written and verbal communication skills and are comfortable being a positive, persistent advocate on behalf of the family — whether that is following up with a vendor, navigating a customer service issue, or coordinating a complex logistics chain. You take pride in problem-solving, managing multiple projects simultaneously, and staying ahead of the game. With strong communication skills, you're tech-savvy and comfortable executing a wide range of tasks independently. Above all, you thrive in environments where a high standard of excellence is the norm.

Trust and discretion are essential, as you'll be working closely with the principal and supporting her young children on tasks that require a level of sensitivity, emotional intelligence and logical thinking. You are energetic and driven, but you do not rattle easily. Direct, brief responses from your principal do not throw you off - they allow you to move faster and stay focused. While this role is primarily remote, on-site availability is required 1 day a week, plus additional availability to coordinate with contractors or vendors as needed.

Qualities We're Looking For:

• Exceptional Follow-Through: You do not simply make calls or send emails—you ensure projects reach completion. You are comfortable following up multiple times, tracking details across dozens of active projects, and maintaining momentum until issues are fully resolved.
• Excellent prioritization skills: Able to quickly distinguish between urgent, important, and low-priority tasks while managing competing demands.
• Service Experience : Background in project management, event planning, luxury hospitality, estate management, or similar roles, with the ability to handle various and wide-ranging responsibilities effectively.
• Poise and Strong Communication Skills : You have polished written and verbal communication skills, handling tasks with grace and ensuring transparent, open communication with the principal and vendors.
• Ability to Work Independently & Proactive Mindset : You are a self-starter who takes initiative, manages tasks with minimal direction, and maintains a fast-paced, consistent flow of communication with the principal. Practical, resourceful, and efficient are qualities people use in describing you.
• Family-Oriented & Emotionally Intelligent : Experience with supporting families with young children is required. You connect easily with others, understand emotional cues, and balance independent work with collaborative efforts to create a positive, supportive environment for a growing family.
• Tech-Savvy : Highly proficient in using digital tools and software such as photo editing, Google Calendar, Amazon, Skylight, Instacart, and all things Apple iOS for scheduling, communication, and managing household systems, ensuring efficiency and ease of coordination.

Key Responsibilities

Research & Problem Solving

• Independently research complex topics and present recommendations
• Compare vendors, services, products, medical providers, schools, contractors, and service professionals
• Create a weekly, healthy, toddler-friendly menu for the housekeeper/cook to prepare
• Prepare concise summaries with recommendations rather than simply gathering information
• Use AI tools such as ChatGPT and Claude to accelerate research while independently validating conclusions

Project Ownership

• Exercise sound judgment and distinguish between issues that require escalation and those that can be independently resolved
• Make thoughtful decisions, anticipate consequences, and exercise discretion when acting on behalf of the principal
• Track projects from initiation through completion by maintaining detailed task management systems
• Follow up persistently with vendors, contractors, medical offices, schools, and service providers
• Escalate issues when necessary and drive projects to resolution
• Ensure no task is lost, forgotten, or left unfinished

Administrative & Personal Assistant Support

• Oversee travel planning, scheduling, and logistics
• Manage personal and professional calendar and reminders
• Schedule events and appointments (work meetings, birthday parties, doctors' visits, etc.)
• Receipt/budget tracking/reconcile credit card statements
• Maintain files related to medical care and do first drafts of all physical forms

Estate-Level Oversight

• Serve as the primary coordinator for the San Francisco primary residence and the San Francisco rental property, working with the existing handyman on tenant issues
• Conduct move-in walkthroughs with new tenants
• Ensure property readiness and maintain ongoing communication with relevant vendors

Household Management & Organization

• Create and/or maintain household organization systems
• Oversee housekeeping execution by existing household staff/schedule/weekly and monthly feedback of the housekeeper

Event Planning

• In-home catering planning and order
• Book and oversee a private chef or housekeeper/cook
• Order and place florals, place settings, and table decor
• Design and order custom menus, placecards, and other paper goods

Vendor & Property Oversight

• Coordinate maintenance and repairs for multiple properties
• Manage vendors and contractors
• Obtain bids and compare proposals
• Coordinate tenant-related matters
• Conduct move-in and move-out walkthroughs
• Maintain organized records for property-related matters

Inventory & Errands

• Manage running household supply lists
• Manage household orders and subscriptions (Amazon/Costco/Target)
• Oversee in-person errands such as returns, dry cleaning, and/or gift shopping
• Handle package pickup, mail sorting, and deliveries

Family Support & Child Assistance

• Handle all child-related research and errands (gear, shoes, products, appointments)
• Occasionally provide short child-care coverage
• Research and coordinate logistics for the new baby as needed

Pet Care

• Schedule and maintain grooming and veterinary appointments for the family dog
• Order and stock pet supplies

Vehicle Management

• Coordinate a monthly car wash and inspect quality upon completion
• Schedule maintenance and detailing appointments for the family