Overview:
We are a couple in our late 30s, splitting our time between Miami, San Francisco and Los Angeles, seeking a highly experienced, hands-on Personal Assistant / Estate Manager. This role isn’t just about handling day-to-day administrative tasks—it’s about being our right-hand person, willing and able to adapt to whatever comes up. Whether it’s stepping in to handle household chores when the housekeeper is out, delivering something important across town when a courier falls through, or managing a last-minute home repair, we need someone flexible, proactive, and ready to do what’s necessary.
The work schedule can fluctuate: sometimes it’s hectic with long hours, traveling between Miami and our California homes, and other times it’s slower, providing opportunities to catch your breath. This position is for someone who is equally comfortable overseeing a roof repair project from start to finish as they are running errands like picking up dry cleaning or booking travel. If you happen to be great at cooking, that’s a significant plus!
Key Responsibilities:
Oversee and coordinate household and property management tasks, including maintenance, repairs, and vendor management.
Handle personal errands, from dry cleaning to coordinating travel arrangements.
Step in and take on any task that needs doing—if a scheduled vendor or staff member doesn’t show, you’re ready to fill that gap.
Assist in planning and executing events, from small gatherings to larger functions.
Manage busy and shifting schedules, ensuring that everything runs smoothly and on time.
Be willing to travel occasionally between Miami, San Francisco and Los Angeles homes.
Be available for flexible hours, including evenings and weekends when necessary.
Maintain strict confidentiality in all matters.
1. Project Management Example:
Can you describe a previous household or property-related project you managed from start to finish? What was your role, and how did you ensure quality results?
2. Vendor Coordination:
Tell us about a time you sourced and managed outside vendors (e.g., contractors, landscapers). How did you select them, and how did you measure their performance?
3. Organizational Skills:
Give an example of how you have managed multiple tasks and deadlines simultaneously. What strategies do you use to stay organized and ensure nothing falls through the cracks?
4. Travel Arrangements:
Share your experience planning complex travel itineraries (e.g., multi-city trips, international travel, or group arrangements). What tools and methods do you use to manage details and ensure a smooth trip?
5. Rolling up your sleeves
Are you comfortable doing whatever needs to get done in the event a vendor doesn't show up or there isn't enough time to find someone and it needs to happen? If so, provide some examples of what you've done in the past.
6. Weekend/Evening Availability:
Are you willing and able to work evenings or weekends if necessary? If so, please provide an example from your past experience where flexibility in your schedule was required.
7. Travel Willingness:
Are you able to travel for this role? This would be both planned travel to visit homes and unplanned last minute travel in the event something comes up and we need your help.
8. Technical Savvy & Home Technology Systems:
Describe your experience working with home technology systems (e.g., security systems, home automation, A/V equipment). Can you share a time you resolved a technical issue or improved the home’s tech setup?
9. Budgeting & Financial Oversight:
Provide an example of how you have managed a household or project-related budget. How did you track expenses, negotiate with vendors for cost savings, and ensure cost-effectiveness?
10. Event Planning:
Discuss an event you planned or assisted with. What was the scale, your responsibilities, and how did you ensure a successful and seamless event from start to finish?
11. Discretion & Confidentiality:
Without revealing personal details, describe a situation where you had access to confidential information (personal, financial, or otherwise). How did you maintain confidentiality, and what steps did you take to ensure privacy was upheld?
12. Culinary Skills:
If you have cooking experience, please describe your culinary abilities. What types of meals can you prepare?
