A private family in Potomac, Maryland is seeking a highly skilled and hands-on Estate Executive Assistant to Support the Assistant Property Managers (APM) and Housekeepers with maintaining the interior and exterior of a large estate consisting of three structures (main house, gate house, and pool house) and 13 acres of meticulously maintained landscaping oversee the maintenance and management of a large estate. The tasks the Estate Executive Assistant is responsible for are as follows:
Daily
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- Schedule routine and emergency service calls for vendors
- Accompany vendors onsite (as needed) and document what was accomplished to facilitate the weekly report and invoice review
- Review and delegate Owners’ ‘punch list’ items received via email, phone, or written note during morning meeting (and throughout the day, as needed)
- Send daily updates to Owner (when required), prepare a weekly report (documenting items accomplished by the team during the week, items accomplished by the vendors during the week, items still outstanding to be completed – along with a status update, and items accomplished by vendors), and prepare an Excel calendar (printed to .pdf) for the current month and upcoming month
- Maintain inventory of household materials (paper towels, toilet paper, beverages, cleaning supplies, etc.) and procure additional supplies as needed
- Maintain inventory of attic, garage/closet storage spaces, and Cubesmart storage unit
- Assist Owners with procurement and receiving packages
- Monitor weather and notify Owners and employees re: necessary storm preparation, delayed starts, etc.
Weekly / As Needed
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- Administer preventative maintenance programs (via reviewing maintenance agreements and scheduling preventative maintenance visits) for critical mechanical equipment (HVAC units, generators, front gate, etc.), lighting systems (low voltage and high voltage), security systems/alarms, retaining walls, etc.
- Maintain a detailed understanding of household systems, apps, etc. and be prepared to provide AV/IT troubleshooting as needed for the family and your colleagues
- Procure proposals from new and existing service providers (as needed) and work with the CFO to review, negotiate, and execute
- Maintain a thorough, organized, and up-to-date home manual
- Maintain inventory of attic, garage/closet storage spaces, and Cubesmart storage unit
- Ensure vendor confidentiality agreements are executed and filed for all vendors working onsite
- Monitor weather and notify Owners and employees re: necessary storm preparation, delayed starts, etc.
- Review garages and workspaces/offices to ensure they are clean/organized
- Provide moving and logistics support for the family (as needed)
This is a full-time position and employee is entitled to employer-paid health, dental, and vision insurance and 401(k) with company match after 3 full months of employment.Salary is commensurate with experience.
Minimum Qualifications:
- Career, experienced executive assistant or property management professional with excellent organization skills, strong written and verbal communication skills, ability to multi-task, and incredible attention-to-detail
- Type-A, execution-oriented personalities will thrive in this role
- Availability and connectivity to support family needs, including weekends, evenings, and holidays (if necessary)
- Must be legally authorized to work in the United States and able to pass a comprehensive background check
