Executive House Manager & Family Assistant (with Meal Prep Support)

Executive House Manager & Family Assistant (with Meal Prep Support)

Location: Oakland, CA 94618

Employment Type: Part-time (Approximately 15-20 hours per week)

Schedule:

• 3-4 days a week, Monday–Thursday between the hours of 10-4pm
• Flexibility needed for occasional weekends for additional household support as needed.

Compensation:  

• $35–$45 per hour based on experience

Start Date: ASAP

Requirements

• Maintain a smoke-free environment
• Reliable transportation
• CPR and First Aid certification preferred

About Our Family

We are a lively, busy family of five living in the heart of Oakland, with three wonderful children—6 months, 4 years, and 8 years old. Our home is full of dynamic energy, love, and the beautiful rhythm of everyday family life. With both parents balancing full, evolving careers—one of which includes occasional travel—we deeply value a home environment that runs smoothly and feels grounded, so we can stay present for both our work and our family.

We are high-functioning and care not only about how our home operates, but how it feels . We value systems, efficiency, and clear communication, alongside warmth, humor, and a positive, growth-oriented mindset. We're intentional about our time, our health, and creating space to be more present—with our children, with each other, and within our individual pursuits.

As our family has grown, we've recognized the importance of thoughtful, hands-on support. We already have a beloved housekeeper and are now looking to build on that foundation with additional support to help manage the day-to-day flow of our home with ease and consistency.

We believe in open, honest communication and fostering a calm, respectful environment—even in the midst of busy moments. We are clear in our expectations, collaborative in our approach, and committed to creating a space where everyone feels supported and set up for success. At the core, we see our home as a team effort, and we're looking forward to welcoming someone who understands family dynamics and appreciates being part of a well-functioning, supportive household.

Who You Are / What We're Looking For

You are an ownership-oriented Executive House Manager & Family Assistant who takes initiative and follows through. You don't wait to be directed—you see what needs attention, step in, and close the loop with a high level of personal accountability. You take pride in creating a home that runs smoothly, thoughtfully, and with care, bringing both structure and adaptability to your work. You're comfortable maintaining established systems (including a Notion-based home hub), while also identifying opportunities to improve and add value over time. Tech-savvy, detail-oriented, and operationally strong, you're confident coordinating logistics, managing vendors, and keeping everything running seamlessly behind the scenes.

You understand the rhythm and complexity of a busy, multi-child household and feel confident supporting it. You're able to hold multiple moving pieces while keeping things calm, organized, and on track. You anticipate needs before they arise and handle them with efficiency and discretion. 

You are a collaborative, coachable team player who is open to feedback and confident leading within your lane. You respect existing family systems, integrate thoughtfully, and elevate the home through your presence and work. You're seeking a long-term fit where you can become a trusted extension of the family. At your core, you're someone who “gets it”—you roll up your sleeves, take ownership, and make things happen with a positive, grounded approach to supporting the home and family.

Key Qualities:

• Ownership mindset: closes loops independently and takes full responsibility for outcomes
• Proactive and anticipatory: sees what's coming and handles it before it becomes an issue
• Highly organized and structured: thrives managing schedules, systems, and logistics
• Operationally strong: experienced in running a busy household, coordinating vendors, and managing moving parts
• Tech-savvy: confident using and maintaining digital systems (Notion experience a strong plus)
• Adaptable and solution-oriented: able to pivot as family needs evolve
• Collaborative and coachable: open to feedback and aligned with a team-first mindset
• Energetic and hands-on: willing to jump in wherever needed, from meal prep to household support
• Long-term intentions: seeking a meaningful role as a trusted extension of the family

Key Responsibilities

Household Management & Organization

• Maintain and organize household systems
• Perform daily tidying and reset of home.
• Coordinate seasonal swaps (clothing, décor, bedding)
• Manage donation drop-offs and event/holiday preparation
• Organize toys, gear, and other storage areas as needed
• Pack and unpack for family travel
• Care for indoor plants and flower arrangements 
• Change batteries, light bulbs, and smoke detectors

Inventory & Errands

• Restock pantry, fridge, and household supplies
• Manage ongoing household supply lists
• Oversee household orders and subscriptions (Amazon, Costco, Target)
• Break down boxes from deliveries

Meal Planning & Prep

• Prepare healthy meals and snacks for children, following dietary restrictions (no nuts at school, etc.)
• Plan and cook weekly meals for the family
• Manage kitchen upkeep and meal prep consistency

Vehicle Management

• Schedule and track vehicle maintenance (oil changes, registration)
• Clean and organize the family vehicles

Vendor & Property Oversight

• Coordinate vendor services (handyman, landscaping, etc.)
• Oversee home repairs and seasonal maintenance tasks (e.g., HVAC cleaning, gutter cleaning)
• Manage outdoor space upkeep

Administrative & Personal Assistant Support

• Manage the family calendar and schedule, including school events, appointments, and travel plans
• Assist with research for family activities and support during family travel planning
• Plan and coordinate logistics for family trips, including camp research and registration, weather planning, packing, kids' activities, and troubleshooting
• Coordinate events and appointments
• Track receipts and manage budget for future home renovations

How to Apply

Please send a short introductory letter, your updated resume, and three professional references with contact information. This role requires a background check.