Overview
The Estate Manager serves as the linchpin for a dynamic executive couple, seamlessly integrating their professional and personal lives with impeccable organizational and interpersonal skills. This role demands proactive and resourceful problem-solving, maintaining utmost confidentiality, and ensuring the household operates with precision and care. Key responsibilities include managing complex calendars, orchestrating domestic and international travel, coordinating special events, and overseeing household staff and vendors. The Estate Manager is the heartbeat of the home, ensuring every detail is managed to perfection, from everyday tasks to the most exclusive events, always prioritizing the family’s needs and lifestyle. The position’s regular schedule will be Monday through Friday 8am- 4pm with understanding that the position on occasion may require working outside of these hours. If necessary, willing to work evenings and weekends with notice.
Responsibilities
- Coordinate and maintain complex personal calendars, including tracking and/or scheduling personal appointments for employers and children, business meetings, conference calls, travel reservations, restaurant reservations, special events, etc.
- Manage all travel arrangements, including commercial and private air travel, lodging and ground transportation. Manage last-minute changes to travel plans and maintain detailed travel records.
- Anticipate needs to assure they are fully prepared for business and personal meetings, events and travel.
- Responsible for setting up mobile devices for international travel, etc.
- Create and maintain systems to keep household running efficiently.
- Responsible for household inventory/supplies – timely restocking to assure proper levels are maintained as the family requires.
- Assist family with daily meal planning – paying particular attention to employers’ work schedules to assure family meals are ordered or prepared and coordinated.
- Coordinate schedules for household staff and nannies to assure proper coverage as desired by the family. Track time for payroll reporting.
- Responsible for supervision and training of household staff and nannies to ensure excellent quality of work as expected by the family.
- Proactively assist with prioritization of tasks and projects – ensure time management to meet deadlines.
- Organize, prioritize, file and respond to daily mail, e-mail and correspondence, addressing critical and time sensitive issues and assuring timely responses.
- Keep contact database up to date.
- Create record-keeping system and maintain paper and electronic files.
- Assist with correspondence preparation and communication needs.
- Provide family with technical assistance – spreadsheets, professional preparation of agendas, meeting notes, documentation and research and setting up network shared access.
- All other purchases, services as the family may need from time to time, such as games/movies/music/ books – iPad/Kindle as requested by the family, in compliance with federal and state technology access and copyright regulations, etc.
- Assistance with resolution of computer hardware or software issues.
- Verification of accuracy of invoices and assure timely payment of bills.
- Solve problems that arise to the satisfaction of the principals.
- Organize private catering for gatherings as well as larger events.
- Work with staff and vendors to manage household operations, upkeep, repairs, and prepare for special events.
- Work with family and vendors to assure compliance with family’s desired outcomes for special events, children’s activities, the holidays, etc. Including the supervision of caterers and personnel during the events.
- Responsible for coordination and scheduling of contractors and supervision while performing tasks. Oversight over vendor and contractors to ensure assigned tasks are handled properly and timely.
- Keep family informed on a regular basis (to be established with the primary family member)- updates on projects, deadlines, work completed, etc.
- Maintain vendor and supplier contracts, office equipment documents, home appliances, etc. Arrange for purchase of necessary equipment, supplies, appliances, etc.
- Maintain and control distribution of petty cash – daily reconciliation, verification, and substantiation with receipts for all transactions, etc.
- Establish vendor accounts that can be used for administrative efficiency, etc.
- Perform personal tasks as needed -run personal errands such as shop and make purchases of personal and household items for the entire family and gift purchases for a variety of people and purposes.
Qualifications
- Experience working with high-net-worth individuals and families as a Personal Assistant or House Manager in a private home preferred.
- Discreet, dependable, trustworthy, and patient – the person for this position is aware of how to blend into the background, be friendly but not too familiar, maintain the privacy, confidentiality and discretion that the family expects and deserves.
- Intelligent, professional and tactful communicator.
- Extremely organized, resourceful and proactive.
- Communicating recommendations to take preventive steps and initiate further action.
- Well rounded knowledge of social, cultural, and business practices.
- Self-starter, ability to work individually and as part of a team with a get it done attitude and performance- meeting goals and objectives of family.
- Enthusiastic, confident, optimistic, open to learning new things.
- Flexible and demonstrating a good attitude and sense of humor.
- Good common sense and judgement in decision making – anticipate needs of family, highly perceptive and considerate.
- Manages time for self and staff, as well as resources to ensure that work is completed properly and efficiently as expected by the family.
- Ability to multi-task and work under pressure, strong problem-solving skills.
- Excellent attention to detail.
- Physical ability to handle items that may be heavy at times (up to 35 lbs.). Sit and stand for long periods of time, climb and bend as needed to perform duties.
Bachelor’s Degree preferred, greater years of experience in lieu of Bachelor’s considered.
Certified Researcher or other professional training in research skills preferred.
Requirements
- Five years minimum experience preferred in similar role with administrative and home management duties.
- Must have exceptional organizational, interpersonal, technical and communication skills to proactively support personal and residential needs.
- Technology savvy – databases, e-mail and internet access and navigation, as well as social media (for security purposes). Proficiency with Microsoft Office.
- Valid and clean driver’s license and clear criminal background check required (every 6 months re-verification).
- Non-smoker.
- Legally able to work in the US
Salary and Benefits
This salaried, exempt position promises a fulfilling and dynamic work environment
Pay is extremely competitive based on experience $150k+ and benefits will be offered
The position is open to relocation candidates
