Executive Life Manager

Executive Life Manager

Private Executive Office & Household

Location: Encinitas / Carlsbad, CA
Role Type: Full-Time
Reports to: Principal

About the Role

This is not a traditional Executive Assistant role.

This role sits at the intersection of executive support, personal assistance, household management, family logistics, project management, and proactive life management.

The Executive Life Manager serves as a trusted partner to a busy executive and parent, helping create order, ease, and momentum across every aspect of life. You will oversee day-to-day operations for the Principal's work, home, personal commitments, and family logistics while anticipating needs before they arise.

The right person does not wait to be told what to do. They notice. They anticipate. They take initiative. They think several steps ahead.

Success in this role means creating an environment where details are handled, priorities move forward, and the Principal can focus her energy on what matters most.

This role is ideal for someone who:

• Loves organizing people, projects, and systems
• Naturally notices what needs attention before others do
• Thrives on creating calm from complexity
• Finds fulfillment in helping others operate at their highest level
• Takes ownership rather than waiting for instructions
• Is highly trustworthy, discreet, and dependable
• Enjoys both strategic thinking and hands-on execution

You will become a trusted partner responsible for helping manage not only a calendar, but an entire ecosystem.

The Opportunity

The Executive Life Manager is responsible for ensuring the Principal's professional, personal, household, and family responsibilities are managed with exceptional care, attention to detail, and foresight.

You will work across five core areas:

1. Executive Support & Communication Management
2. Personal & Household Operations
3. Family & Child Logistics
4. Proactive Planning & Life Management
5. Research, Procurement & Decision Support

This role requires flexibility, sound judgment, strong organizational skills, emotional intelligence, and a genuine desire to help others thrive. Availability outside traditional business hours may occasionally be required based on the Principal's schedule and needs.

1. Executive Support & Communication Management

You help the Principal stay focused on the highest-value priorities by managing communications, scheduling, coordination, and administrative details.

Responsibilities

• Manage and maintain a dynamic calendar
• Coordinate meetings, appointments, and logistics
• Monitor, organize, and respond to emails when appropriate
• Draft communications and correspondence
• Track commitments, action items, and follow-up tasks
• Make phone calls and coordinate with vendors, service providers, and contacts
• Schedule professional and personal appointments
• Anticipate upcoming needs based on the Principal's schedule
• Ensure important details never fall through the cracks

Success in this area means the Principal always knows what matters most and can trust that details are being handled.

2. Personal & Household Operations

You are responsible for helping the home operate smoothly, efficiently, and in alignment with the Principal's values.

Responsibilities

• Run errands and manage household tasks
• Coordinate home maintenance and service providers
• Organize household systems and spaces
• Purchase supplies and household necessities
• Handle returns, exchanges, and deliveries
• Manage gift purchasing and special occasions
• Support meal planning and meal preparation
• Maintain household inventories
• Organize home offices, storage spaces, and family areas
• Create systems that reduce clutter and improve efficiency

The Principal values a lifestyle that is environmentally conscious, thoughtful, and minimalist. You will help ensure household decisions and systems reflect those values.

3. Family & Child Logistics

You will provide logistical support that helps family life run smoothly.

Responsibilities

• Coordinate school and activity schedules
• Assist with transportation needs
• Manage family-related appointments and logistics
• Coordinate supplies, purchases, and preparations for activities
• Assist with childcare-related administrative tasks
• Support planning for camps, activities, vacations, and special events
• Help create consistency and organization around family routines

This role is not intended to be a full-time childcare position. Rather, it provides thoughtful operational support that creates ease and stability for both the Principal and her child.

4. Proactive Planning & Life Management

The most important aspect of this role is not what is assigned—it is what is anticipated.

Responsibilities

• Identify needs before they become problems
• Maintain and manage ongoing task lists
• Track deadlines, commitments, and priorities
• Follow up on open projects and pending action items
• Anticipate scheduling, travel, household, and family needs
• Create systems that save time and reduce stress
• Improve processes and efficiencies across all areas of life
• Manage projects from start to finish with minimal oversight
• Serve as a trusted operational thought partner

You should constantly be asking:

"What will she need next?"

Success in this area means the Principal rarely has to remember, follow up, or chase loose ends.

5. Research, Procurement & Decision Support

You are responsible for helping the Principal make thoughtful, informed decisions that align with her goals, values, preferences, and budget.

Before beginning any project, purchase, or recommendation, you seek to understand the Principal's specific needs. You ask thoughtful questions first and conduct research second.

You do not simply gather information. You evaluate options, identify tradeoffs, negotiate favorable outcomes, and present clear recommendations.

Responsibilities

• Begin projects by understanding the Principal's goals, priorities, preferences, and constraints
• Conduct comprehensive research before making recommendations
• Evaluate options based on quality, value, aesthetics, sustainability, longevity, and cost
• Obtain and compare multiple quotes when appropriate
• Negotiate pricing, discounts, upgrades, and favorable terms
• Advocate for the best possible value on purchases and services
• Identify opportunities for cost savings without sacrificing quality
• Present concise recommendations with supporting rationale
• Build relationships with trusted vendors and service providers
• Oversee purchases and projects through completion

Examples

• Researching window blinds by evaluating quality, warranties, materials, aesthetics, and pricing across multiple vendors rather than simply accepting the first quote
• Negotiating discounts or improved terms with contractors and service providers
• Researching home organization solutions that align with a minimalist lifestyle
• Comparing camps, activities, programs, or service providers based on the family's specific needs
• Identifying environmentally conscious products and solutions whenever possible

Success in this area means the Principal feels confident that recommendations have been thoroughly researched, carefully evaluated, and aligned with her values.

Who You Are

Exceptionally Organized

• Strong attention to detail
• Excellent follow-through
• Highly reliable and accountable
• Able to manage multiple priorities simultaneously
• Naturally systems-oriented

Proactive & Resourceful

• You see what needs to be done and do it
• You take initiative without being asked
• You solve problems independently
• You take ownership of outcomes

Strategic & Analytical

• Excellent researcher and critical thinker
• Comfortable evaluating multiple options and making recommendations
• Skilled negotiator who can confidently advocate for better pricing and outcomes
• Naturally curious and asks questions before making assumptions
• Able to quickly understand another person's preferences and decision-making criteria
• Presents recommendations, not just information

Service-Oriented

You genuinely enjoy helping others thrive.

You find satisfaction in creating calm, organization, and ease for the people you support.

• Warm, professional, and emotionally intelligent
• Strong judgment and discretion
• Excellent communication skills
• Comfortable interacting with a wide variety of people

Values Match

• Environmentally conscious
• Minimalist mindset
• High integrity
• No drama or false urgency
• Kind, direct, and trustworthy
• Comfortable receiving feedback
• Committed to excellence in both big and small details

Requirements

• 3 years of executive assistant, personal assistant, household manager, concierge, operations, or related experience
• Exceptional organizational skills
• Strong written and verbal communication skills
• Excellent technology proficiency
• Valid driver's license and clean driving record
• Reliable transportation
• Ability to transport the Principal when needed
• Ability to maintain strict confidentiality
• Flexibility to work around changing priorities and schedules
• Availability outside traditional business hours may occasionally be required based on the Principal's schedule and needs

Compensation & Benefits

• Annual Compensation: Up to $70,304 annually based on experience and responsibilities
• Paid time off
• Health benefits
• Mileage reimbursement for approved work-related driving
• Opportunity for compensation growth based on performance
• Flexible and varied work environment
• Opportunity to become a trusted long-term partner

What Success Looks Like

Six months into this role:

• The Principal's calendar, communications, and commitments run smoothly.
• The home feels organized, calm, and well-managed.
• Family logistics are coordinated seamlessly.
• Important tasks are completed before reminders are needed.
• Decisions are supported by thoughtful research and strong recommendations.
• Costs are optimized through careful evaluation and negotiation.
• The Principal spends more time focused on high-value work, relationships, and wellbeing.

You create peace of mind, not just productivity.