House Manager/Personal Assistant

3 weeks ago

New York, United States Somerset White Limited Full time

A busy couple is seeking a House Manager/Personal Assistant to help oversee the general operations their home and other properties.

Responsibilities will include general administrative support, calendar management, organizing events, scheduling personal appointments, coordinating home maintenance, managing household bills, and bill pay.

While this position is remote, candidates are expected to travel between properties as required and must be available to work from said properties while overseeing house or pet-sitting duties.

Ideal Candidates must be discreet adaptable, flexible, polished, poised, and professional with strong time management skills and task prioritization.


Location: Remote (but must be ideally based in Saratoga Springs NY, Baltimore, MD or Nashville, TN)–and required to travel to these properties as needed


Hours: Monday – Friday – 40 hours per week with flexibility to be on call after hours and weekends as needed


Salary: $90-120K DOE


Benefits: 10 days PTO, 5 Sick Days and federal holidays


The Family: Busy couple and 3 small elderly dogs


Primary House: Saratoga Springs, NY – 8k sq. ft.


Other Property: Small home/office in Nashville, TN – 2K sq. ft; Condo in Baltimore, MD – 3K sq. ft.


The Team: There is a point of contact at each property;


General Administrative

  • Preparing appropriate, efficient and timely responses to all the Principal’s requests, whether made in person, electronically or otherwise
  • Efficient calendar planning week to week; ensuring Principal is aware of all appointments and is fully prepared.
  • Coping with last minute changes/requests, working to pre-empt and resolve potential scheduling conflicts
  • Managing and coordinating the Principal’s diaries and calendars as needed
  • Organizing meetings, to include, sending Zoom links to all parties, booking tables at restaurants, sending calendar invites, booking any cars


Property Management

  • Ensuring properties are clean, organized and very well maintained at all times
  • Working from the family’s home with their home support team to oversee suppliers, contractors and various appointments as needed (when onsite)
  • Sourcing suppliers necessary e.g., pest control, dry cleaners, maintenance workers & maintaining excellent relationships with suppliers
  • Proactively implementing and improving systems within the house
  • Ensuring the properties are always ‘guest ready’, to include; checking that all equipment is working, undertaking walk throughs as necessary and keeping the household fully stocked with necessary supplies at all times
  • Actioning all seasonal maintenance property requirements


Family Support

  • Undertaking personal errands, shopping, picking up packages etc. (if onsite)
  • Organizing and assisting with event planning – dinner parties, activities for groups of guests etc.
  • Maintaining the cars – keeping on top of services and liaising with the local mechanics


Accounts & Bill Pay

  • Creating efficient electronic systems to record weekly/monthly invoices, receipts and expenses
  • Keeping a record of all household expenses – preparing expense reports
  • Assisting with household bill pay, ensuring automatic payments where possible


Travel

  • Travelling as needed
  • Property set up: ensure the house is ready - supplies are ordered, ensuring the house is fully ready


Requirements

  • Strong command of English language; good communication skills, both written and verbal
  • A clean valid Driver’s License, with own car to travel to and from work (if located within the general area of the Principal’s properties)
  • Legally able to work within the United States
  • Happy to travel to properties as required
  • Minimum 5 years working in a private home
  • Must be happy to work with dogs
  • Excellent references required from both current and previous employers


Preferred Qualities

  • Must always be discrete – confidentiality is very important
  • Upbeat personality, friendly and accommodating
  • Energetic and pleasant
  • Longevity seeking – career focused

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