Luna

Bespoke Private Service•Atherton, CA

3d•$180,000 - $220,000•Onsite

About The Position

A distinguished private family in Atherton is seeking an exceptional Estate Manager to orchestrate the seamless operation of their residence while providing unparalleled support to the Principals. This multifaceted role demands masterful organizational abilities, innovative problem-solving skills, refined interpersonal aptitude, and strong leadership capabilities to establish and maintain the household culture. The ideal candidate will be a self-directed professional who excels in dynamic settings and can effortlessly manage competing priorities with the utmost discretion and precision. As a trusted steward of the estate, the Estate Manager will ensure all aspects of daily life unfold flawlessly. Core responsibilities encompass developing comprehensive systems and documentation, supervising household staff, cultivating relationships with premium vendors, maintaining impeccable property standards, managing insurance inventories, coordinating maintenance schedules, facilitating smooth transitions during relocations, implementing effective calendar management systems, curating memorable family events, and attending to personal matters for the Principals. Success in this position requires unwavering confidentiality, remarkable adaptability, and a genuine passion for service excellence. This enduring opportunity is tailored for an individual who naturally embodies a service-oriented philosophy and flourishes in an environment that prizes trust, integrity, and proactive initiative. The Principals deeply value integrity, empathy, and compassion in their household. They require someone who navigates change with grace, maintains poise during hectic periods, and demonstrates exceptional initiative. The ideal candidate will possess the emotional intelligence to harmonize diverse personalities while intuitively recognizing when additional support is required creating a household atmosphere that is both efficient and nurturing.

Requirements

Bachelor's Degree or equivalent experience
Minimum 5 years of experience in estate or household management or a similar role
Demonstrated leadership abilities with experience setting organizational culture and managing staff
Strong organizational and multitasking skills with the ability to prioritize effectively
Experience developing and implementing systems, procedures, and documentation
Excellent communication skills (both written and verbal) for interactions with principals, staff, and vendors
High level of discretion, integrity, and confidentiality
Proficiency in standard productivity software, calendar management systems, and household management tools
Experience with inventory management systems and insurance documentation
Knowledge of property maintenance and vendor management best practices
Ability to anticipate challenges and proactively address them
Experience managing relocations and new home activations
Flexible schedule to accommodate the needs of the family
Genuine service-oriented attitude with a focus on excellence
Proactive, resourceful, and dependable with a "can-do" attitude and a high degree of accountability
Good people skills and the ability to work well with a diverse team
Breadth of experience in comprehensive estate management
Ability to coordinate packages, handle travel arrangements, and manage logistics

Responsibilities

Set and maintain the household culture by establishing clear expectations, providing mentorship, and fostering a positive work environment.
Oversee the daily operations of the home by supervising staff, coordinating schedules, and ensuring the home is clean, organized, and functioning efficiently.
Build out comprehensive systems and documentation including Standard Operating Procedures (SOPs) for all aspects of estate operations.
Create, implement, and maintain manuals that ensure consistency and excellence in service delivery across all household functions.
Manage all aspects of property maintenance by scheduling repairs, coordinating with contractors or vendors, and overseeing home improvement projects.
Develop and implement preventative maintenance schedules for all property systems and equipment.
Ensure all properties are well-maintained by conducting regular walkthroughs and addressing any issues proactively.
Create and maintain detailed inventories of household assets for insurance purposes.
Coordinate with insurance providers to ensure appropriate coverage levels and documentation.
Implement inventory tracking systems for household supplies, managing stock levels and procurement.
Build and nurture relationships with service providers by negotiating contracts, managing vendor performance, and handling bids for services or projects to ensure high-quality results while maintaining cost efficiency.
Create and maintain a comprehensive database of current vendors with detailed performance metrics and contact information.
Facilitate smooth transitions during moves by coordinating logistics, managing timelines, and overseeing all aspects of relocation.
Establish systems and processes for new home activation including setting up utilities, security systems, and ensuring all household functions are operational.
Implement and maintain a comprehensive calendar management system that coordinates family schedules, staff rotations, maintenance appointments, and social engagements.
Ensure all stakeholders have appropriate access and notifications for relevant calendar items.
Assist with maintaining household security protocols and procedures.