Estate Manager + Family Assistant with Meal Prep Support

Sage Haus•Palo Alto, CA

35d•$50 - $55•Hybrid

About The Position

We are seeking a highly organized, resourceful, and proactive Estate House Manager and Family Assistant with Meal Prep Support to manage our household in Palo Alto, CA, with regular work at our secondary San Francisco home. This role focuses on the afternoon and evening hours, ensuring a calm, organized, and well-maintained environment for the family. The ideal candidate takes pride in running a beautiful home, anticipates needs, and provides discreet, professional support. Responsibilities include household organization, family support (including backup childcare), errands, meal preparation, laundry, vehicle upkeep, vendor oversight, and administrative tasks. This is a long-term placement for someone who genuinely cares about doing an excellent job and becoming a trusted partner to the family.

Requirements

Maintain a smoke-free environment.
Must be authorized to work in the United States.
Fragrance-free environment required.
Valid driver's license, safe driving record, and reliable transportation; must be comfortable driving with a toddler.
Comfortable working across both the Palo Alto and San Francisco properties.
Ability to lift and carry a toddler throughout the day.
Current infant and child CPR and first-aid certification, or willingness to obtain prior to start.
Candidates are required to be up to date on recommended vaccinations in line with American Academy of Pediatrics and Centers for Disease Control and Prevention guidelines (including measles and other major recommended vaccines), subject to applicable legal accommodations.
Confidence using email, calendars, shared task lists, online ordering and returns, and simple spreadsheets; ability to learn unfamiliar tools.

Nice To Haves

Long-term placement desired.
Discretion, professionalism, strong judgment, and attention to detail.
Ability to naturally anticipate what needs to happen next.
Clear, thoughtful communication.
Collaborative spirit.
Enjoys becoming deeply familiar with a household over time.
Positive energy and a can-do attitude.
Stamina and productive pace to keep up in a physically active household.
Service-oriented, attentive, flexible.

Responsibilities

Maintain daily household resets across shared areas: kitchens, dining spaces, play areas, and high-traffic surfaces.
Prep the home before the weekly cleaning service.
Manage ongoing household organization systems.
Handle packing and unpacking for trips between properties and travel.
Maintain toddler's laundry, bedroom, bathroom, and equipment (including humidifier).
Seasonal swaps for clothing, and Montessori toy rotation.
Coordinate and prepare for holidays, birthdays, guests, and family events.
Manage outdoor plant care.
Handle practical upkeep: changing batteries, light bulbs, and smoke detectors.
Provide attentive backup childcare and light supervision during afternoon and evening hours.
Help with toddler wake-up from nap: diaper change, snack, and preparation for outings or the afternoon routine.
Drive toddler to and from activities, or accompany family on nearby outings.
Prep backpacks, clothing, and snacks for the following day; organize and tidy toddler's room, clothing, and supplies.
Handle kid-related errands.
Provide support during bath and bedtime as a second set of hands while parent leads the routine.
Engage the toddler in warm, screen-free, imaginative play — reading, drawing, singing, and language-rich activities.
Track and restock pantry, refrigerator, and household supplies.
Manage household subscriptions and orders (Amazon, and others).
Handle returns from initiation through drop-off, tracking, and refund confirmation.
Manage mail and packages; break down boxes; manage trash, compost, and collection bins.
Run local errands: pharmacy pickups, dry cleaning (primarily via Rinse), donations, consignment drop-offs, and shipping.
Buy, wrap, and mail gifts and provide support upcoming occasions.
Prepare straightforward family dinners five nights per week from recipes, meal kits, or by assembling and serving chef-prepared food.
Wash, cut, portion, label, and store produce, snacks, and prepared food.
Prepare the toddler's breakfast and lunch selections for the following day; organize and maintain the toddler's freezer inventory.
Coordinate recipe ideas with the weekly chef.
Grocery shopping.
Full kitchen cleanup maintenance and cleaning.
Weekly fridge refresh and cleaning.
Wash, fold, and organize toddler's laundry.
Handle linen and towel rotation.
Maintain tidy and well-stocked laundry areas at both properties.
Schedule maintenance, fueling, cleaning, and organization of family vehicles.
Track registration and insurance for both vehicles.
Serve as the point of contact for cleaners, contractors, and landscapers at both properties.
Research and coordinate repairs and quotes; oversee seasonal property maintenance.
Be physically present at the San Francisco home during vendor visits as the remodel progresses; travel to the SF property independently approximately 2–3 Fridays per month.
Ensure readiness of both properties; oversee home systems including HVAC and security.
Maintain shared task lists, household calendars, and priority planning.
Manage receipt tracking and flag budget trade-offs.
Coordinate travel logistics.
Coordinate appointments and events.
Periodic deep cleaning of appliances, baseboards, and child-related equipment.
Refresh mudroom, entryway, and play spaces as needed.
Clean and maintain humidifiers.
Organizational projects for toys, gear, and closets.