Los Angeles | Household Manager/Personal Assistant

DESCRIPTION:

This detail oriented, aesthetically minded, self-directed, hands on, obsessively organized professional will play a vital role in supporting the principal, anticipating the principals needs at all times, and managing household operations and staff. The core competencies of this role are household organization and acting as primary point of contact for all personal and professional matters for the principal. This team member must be a great communicator who can seamlessly relay important details. The ideal candidate will be able to manage multiple projects and communicate effectively, while prioritizing tasks and exercising sound judgment. The Personal and Household Assistant must be comfortable with a varied schedule, occasional weekends, and evenings if needed. The ideal candidate will be kind, creative, personable, and willing to go above and beyond to get the job done. The role requires a commitment to supporting 6 Star service by ensuring uncompromising consistency and organization.

Key Management Responsibilities (with flexibility necessary for a dynamic environment):

Principal Support:

• Executive Support: Anticipate the needs of the principal and coordinate with support staff to ensure smooth handling of personal requests.
• Reminders and Appointments: Communicate and proactively manage appointments with Principals Scheduling Assistant in a thorough and timely manner; Ensure Principal is on time for all appointments, including daily/weekend reminders as required. Backup support for Principals Scheduling Assistant at certain times.
• Office and Personal Documents Management: Upkeep of all Principals work and personal areas. This includes assisting with organizing documents and folders on desk and surface areas, filing away important documents, creating binders and folders for storage and quick access, scanning and digitizing hard copies of business cards, reports and other documents as needed, and disposing of documents appropriately to maintain clean and organized spaces.
• Personal Devices: Maintenance of all electronic devices (computers, tablets, and cell phones always charged)
• Baggage Management: Oversee and manage the movement of all Principals and Family luggage across properties and during travel. This includes the upkeep and management of the baggage log.
• Wardrobe Management: Assist with purchasing, organizing, and maintaining the closets and wardrobes for the principal.
• Gift Management: Coordinate and manage all personal gifting needs and ensure up to date log for all gifting (both sent and received) for principal.
• Event Planning: Plan, budget, and execute first-class events, including food preparation (or catering for large events), valet, entertainment, staff, rentals, etc.

Household Staff and Operations Support:

• Staff Management: Actively train and manage all household staff, based on the daily needs of the house and based on the house and Principal schedule to maintain a clean and well kept home. This includes meeting with housekeepers daily to provide guidance on the needs and specifics of the day and actively overseeing all areas are cleaned to the standards required.
• Household Organization: Manage and coordinate detailed organization of all areas throughout the properties including cabinets, drawers, closets, crawlspaces, basements with efficiency and ease of use in mind. This includes space maps and labeling as well as maintenance of the areas.
• House Calendars: Manage the Household Calendar through Outlook that includes all Guest and Principal travel and daily vendors and recurring maintenance schedules. This includes creation of the daily house agendas.
• House Manuals: Assist with formatting and updating House Manuals at each property, as
• needed, by January of each year to ensure consistency in formatting maintained across all properties.
• Household Inventory: Oversee the maintenance of household inventories, labeling of household items, furniture, equipment, event supplies, etc. and lead the updating of annual Inventories performed at each property to ensure consistency across properties.
• Pet Care Documents: Assist and ensure all pet related documents are properly filed and maintained by House Staff, including, Weekly Schedules, Daily Report Cards, Vet visits, and medications Etc.
• Household Purchasing: Assist in the purchasing of house related items to streamline ordering for efficiency and consistency across properties. This includes maintaining supplies logs and preferred supplies and amenities. Keep accurate records and receipts of household expenses; Identify cost saving opportunities
• One Drive Intranet Maintenance: Maintain and ensure consistency of the folders across properties and be the main point of contact for adding/removing folders within One Drive.

Essential Characteristics and Key Skills:

• Excellent judgment
• Strong character, ethics and integrity
• Supervisory and negotiating skills
• Demonstrable organizational skills
• Service orientation at highest level of attentiveness. No job too menial to handle (e.g. always ensure that Principal is avoiding jobs that can be accomplished by others)
• Polished and professional image
• Schedule flexibility
• Ability to use discretion and unwavering commitment to privacy and confidentiality
• Action Orientation
• Tenacity
• Initiative
• Unyielding willingness to be helpful
• Razor sharp eye for detail
• Organizational, management, and communication skills
• Strong personnel management and development skills
• Ability to problem solve with can-do attitude and little guidance
• Strong social skills
• Mechanically and technology adept

REQUIREMENTS:

• 5+ years experience in management of office and family affairs at the highest level
• Must have strong technology skills (internet/email/Microsoft Word/Microsoft Excel/Microsoft Outlook/Mac or PC, use of new forms of technology to make household operations more efficient)
• Must have drivers license
• Experience and interest in the fine arts, service, philanthropy and/or architecture; Strong sense of aesthetics
• Schedule must be uncompromisingly flexible
• Must be willing to travel to other properties as needed.
• Must love dogs
• Bilingual a plus

BENEFITS:

• Competitive Salary ($100-150K - based on experience)
• Medical/Dental/Vision
• Discretionary bonus
• PTO
• Beautiful and dynamic work environment
• Travel opportunities
• EOE