Executive Assistant

Executive Assistant/Chief of Staff

We are seeking a reliable, organized, and proactive Executive Assistant to provide tradition assistant duties and oversee construction and service vendors of a private residence in the Paradise Valley/Scottsdale area. The primary responsibility of this position is to coordinate and manage maintenance and service vendors, ensuring that work is scheduled, completed properly, and handled with minimal disruption to the household.

The ideal candidate is highly dependable, comfortable working independently, attentive to detail, and capable of serving as the homeowner’s trusted point of contact for vendors and service providers.

Primary Responsibilities

• Coordinate and schedule maintenance, repair, and service appointments for the residence.
• Serve as the primary point of contact for household vendors, contractors, technicians, and other service providers.
• Meet vendors at the residence and provide them with access to the appropriate areas of the property.
• Walk vendors through the home and property, explain the work that needs to be performed, and answer relevant questions.
• Remain available while vendors are on-site when appropriate and monitor their work to ensure the requested services are completed.
• Communicate homeowner instructions and expectations clearly to vendors.
• Obtain estimates and proposals for maintenance and repair work when requested.
• Coordinate recurring services such as HVAC maintenance, plumbing, electrical work, landscaping, pool service, pest control, appliance servicing, cleaning, security systems, and other household services.
• Follow up with vendors regarding incomplete work, scheduling issues, repairs, warranties, or other outstanding matters.
• Inspect completed work and promptly communicate any problems or concerns to the homeowner.
• Maintain an organized calendar of routine and preventative maintenance.
• Keep records of vendor contact information, service history, estimates, invoices, warranties, and maintenance needs.
• Identify maintenance issues around the property and arrange for appropriate service before minor problems become larger repairs.
• Coordinate access to the residence while maintaining appropriate security, privacy, and discretion.
• Keep the homeowner informed of upcoming appointments, completed work, significant maintenance issues, and items requiring a decision or approval.
• Assist with other reasonable household-management responsibilities as needed.

Qualifications

• Prior experience in household management, property management, facilities management, hospitality, or a similar role preferred, with references.
• Strong organizational and scheduling skills.
• Good communication skills in English and the ability to interact professionally with contractors and service providers.
• Ability to understand basic household maintenance issues and communicate them effectively to vendors.
• Strong attention to detail and ability to follow through on outstanding items.
• Comfortable taking initiative and solving routine problems independently.
• Ability to maintain confidentiality and exercise discretion while working in a private residence.
• Dependable, punctual, and trustworthy.
• Comfortable being present at the residence to meet vendors and supervise or facilitate service appointments.
• Valid driver’s license and reliable transportation, if required.

Ideal Candidate

The successful candidate will take ownership of the day-to-day maintenance coordination of the home. Rather than requiring the homeowner to schedule contractors, wait for technicians, explain problems, and follow up on repairs, the House Manager will handle these responsibilities from beginning to end.

This position is particularly well suited to someone who is resourceful, responsive, organized, and comfortable managing multiple vendors while maintaining a high standard of care for a private residence.

Pay: $35,000.00 - $45,000.00 per year

Work Location: Hybrid remote in Phoenix, AZ 85018

Salary : $35,000 - $45,000