THE ROLE

The Personal Assistant / Estate Manager is primarily responsible for theday-to-day management of a 10,000 square foot, fully staffed, high-tech home in Arizona as well as supporting the family in their Bahama residence. This opportunity includes total oversight of short-term tasks and long-term projects relating to both and future residences. The PA/Estate Manager will coordinate with staff members who services the residence each day as well as professional concierge services management. Additionally, the PA/EM has supervisory responsibilities over all independent contractors who assist regularly on-property. To ensure the standards of the estate are met, you must be adaptable, resourceful, and take a hands-on or “pitch-in” approach. Responsible for maintaining all Household Standards and Household Procedures and developing manuals so the home runs seamlessly, the Estate Manager functions in a manner that protects the family’s investment, and ensures that the residence, security, landscaping, systems and related assets are properly maintained in excellent working condition. 

REQUIREMENTS

• Minimum 5 years related PA/EM experience working in a similar residence for an ultra-high net worth family.
• Valid Driver’s License with clean driving record.
• Technology savvy with proficiency in Mac, PC, Alarm.com, Hue lights, HVAC & Lutron Lighting Systems.
• Ability to maintain the utmost discretion and confidentiality.
• Observant to the needs of the residence, family and guests and ability to anticipate their needs.
• Flexibility in scheduling with willingness to accommodate principals’ needs on occasional weekends/evenings.
• Highly organized, detail oriented, proactive, excellent time management, efficient and service focused
• Sense of humor and positive attitude.
• Strong organizational ability to present projects, budgets, lists, bids and quotes to family office through use of technology.
• Professional presentation of self and great personality.
• Ability to handle residence and domestic staff with ease and calm demeanor.
• Demonstrates reasoned judgment and discipline, reserving decision making until all information is received.
• Demonstrated concern that one be perceived as responsible, reliable, and trustworthy.
• Understands the sensitivity of access to confidential information and acts appropriately to maintain its confidentiality; releases confidential information only as necessary.
• Interest, skill, and success in getting groups to work together cooperatively; recognizes and encourages the behaviors that contribute to teamwork.
• Shares information, advice and suggestions to help others to be more successful; provides effective coaching
• Develops, maintain, and strengthens collaborative relationships inside and outside the organization
• Ability to work independently with minimal supervision; identifies what needs to be done and doing it before being asked to or required by the situation
• Listens actively and expresses self clearly in conversations and interactions with others; expresses self clearly in business writing to effectively reach the audience.
• Prioritizes projects to meet required deadlines. Carefully manages several projects at once, focusing on the desired end result of one’s work.
• Ensures that work is complete and carefully reviews the accuracy of information in their work.
• Open to different and new ways of doing things; willing to modify one’s preferred way of doing things.

RESPONSIBILITIES

• Primary point of contact for 10,000 square foot residence within a private community and residence in Bahamas
• Daily walk through of home to ensure all systems are functioning properly.
• Manage full time concierge services
• Ensure household staff’s daily checklists are completed and submitted to the Director of Operations.
• Serve as residence gatekeeper and oversee security operations.
• Greet principals of family and guests for each visit and provide appropriate hospitality. 
• Proactively prepare the residence prior to guests’ arrival and procure all requested amenities.
• Perform evaluation annually with each employee to ensure all tasks, workload and quality of work is monitored.
• Coordinate staff schedules to ensure adequate coverage at all times based on needs. 
• Manage timekeeping system for staff and assist with basic Human Resources functions for domestic staff.
• Assist domestic staff with projects when necessary; creating a collaborative/team environment.
• Responsible for the care & preservation of art, antiques, fine furnishings and other collections.
• Review, negotiate, and approve invoices for utilities and services provided by vendors on location.
• Maintain accurate financial records, create residence budget and log contractor services performed for accuracy.
• Create and maintain household/operational manuals. 
• Set priorities for tasks on a daily, weekly, monthly, quarterly and annual basis.
• Maintain file systems including those for household operations, warranty manuals, household equipment, invitations, entertainment logs, etc.
• Oversee and manage various contractors to ensure the property is neatly and properly maintained. Landscape contractors, exterior lighting, pool maintenance, irrigation systems, AV/IT systems maintenance, security systems, pest control, HVAC and plumbing.
• Test appliances & home systems weekly. Verify security and integrity of property. Such testing and troubleshooting will include home theater and AV/IT components through the residence and other structures on all property.
• Assist with event production for various social and private events (e.g., planning and preparation, working with local hotels for accommodations, coordinating amenities, ensuring flawless execution day of event, etc.)

REVENUE/BUDGETARY/STAFF RESPONSIBILITY

• Directly manages/support Household service vendors
• Create, Develop and Manage residence and asset budgets.
• Multiple additional external vendor relationships as needed to support residence and physical assets