Executive Personal Assistant & Household Operations Manager

Sage Haus•San Francisco, CA

11d•Hybrid

About The Position

This role supports a busy entrepreneur, mother, homeowner, and business owner. The household is highly organized, systems-driven, and operates through detailed project management. Success in this role comes from anticipating needs, following through consistently, and managing dozens of simultaneous priorities with minimal supervision. In addition to the Principal, there is a live-in housekeeper who manages cleaning and meal support, a toddler who keeps things lively, a new baby on the way, and a sweet hypoallergenic dog who rounds out the crew. The principal is seeking an organized, self-starting Executive Personal Assistant & Household Operations Manager to manage the daily operations of her family and business development activities at work. While many tasks will center around the primary home, this role is remote 4 days a week with only 1 day on-site. Given the unique nature of this role, a reliable, proactive individual who can handle last-minute, highly detailed tasks with judgment, discretion, and taste will be essential. The ideal candidate must be able to execute tasks independently, manage the household's vendors, and stay on top of ongoing requests with meticulous attention to detail and enthusiasm. The household is fast-paced and dynamic, focused on maximizing family time and efficiency. This is an exciting, long-term role that requires someone who can not only execute to a high standard, but also has quick thinking, discretion, and a willingness to dive into the details. The right candidate will become a trusted long-term partner who increasingly takes ownership of household and family operations over time.

Requirements

Ability to maintain a smoke-free environment
Must be authorized to work in the United States
Experienced working with dogs and young children
Reliable transportation
Strong proficiency in Google Workspace, AI research tools, and learning new software
Polished written and verbal communication skills
Comfortable being a positive, persistent advocate on behalf of the family
Strong communication skills
Tech-savvy
Trust and discretion are essential
Experience with supporting families with young children is required
Highly proficient in using digital tools and software such as photo editing, Google Calendar, Amazon, Skylight, Instacart, ChatGPT, Claude and all things Apple iOS for scheduling, communication, and managing household systems, ensuring efficiency and ease of coordination.

Nice To Haves

Background in project management, event planning, luxury hospitality, and/or estate management would be a great asset.
Background in project management, event planning, luxury hospitality, estate management, or similar roles, with the ability to handle various and wide-ranging responsibilities effectively.
You take pride in problem-solving, managing multiple projects simultaneously, and staying ahead of the game.
You are energetic and driven, but you do not rattle easily.
Direct, brief responses from your principal do not throw you off - they allow you to move faster and stay focused.
While this role is primarily remote, on-site availability is required 1 day a week, plus additional availability to coordinate with contractors or vendors as needed.

Responsibilities

Independently research complex topics and present recommendations
Compare vendors, services, products, medical providers, schools, contractors, and service professionals
Create a weekly, healthy, toddler-friendly menu for the housekeeper/cook to prepare
Prepare concise summaries with recommendations rather than simply gathering information
Use AI tools such as ChatGPT and Claude to accelerate research while independently validating conclusions
Exercise sound judgment and distinguish between issues that require escalation and those that can be independently resolved
Make thoughtful decisions, anticipate consequences, and exercise discretion when acting on behalf of the principal
Track projects from initiation through completion by maintaining detailed task management systems
Follow up persistently with vendors, contractors, medical offices, schools, and service providers
Escalate issues when necessary and drive projects to resolution
Ensure no task is lost, forgotten, or left unfinished
Oversee travel planning, scheduling, and logistics
Manage personal and professional calendar and reminders
Schedule events and appointments (work meetings, birthday parties, doctors’ visits, etc.)
Receipt/budget tracking/reconcile credit card statements
Maintain files related to medical care and do first drafts of all physical forms
Serve as the primary coordinator for the San Francisco primary residence and the San Francisco rental property, working with the existing handyman on tenant issues
Conduct move-in walkthroughs with new tenants
Ensure property readiness and maintain ongoing communication with relevant vendors
Create and/or maintain household organization systems
Oversee housekeeping execution by existing household staff/schedule/weekly and monthly feedback of the housekeeper
In-home catering planning and order
Book and oversee a private chef or housekeeper/cook
Order and place florals, place settings, and table decor
Design and order custom menus, placecards, and other paper goods
Coordinate maintenance and repairs for multiple properties
Manage vendors and contractors
Obtain bids and compare proposals
Coordinate tenant-related matters
Conduct move-in and move-out walkthroughs
Maintain organized records for property-related matters
Manage running household supply lists
Manage household orders and subscriptions (Amazon/Costco/Target)
Oversee in-person errands such as returns, dry cleaning, and/or gift shopping
Handle package pickup, mail sorting, and deliveries
Handle all child-related research and errands (gear, shoes, products, appointments)
Occasionally provide short child-care coverage
Research and coordinate logistics for the new baby as needed
Schedule and maintain grooming and veterinary appointments for the family dog
Order and stock pet supplies
Coordinate a monthly car wash and inspect quality upon completion
Schedule maintenance and detailing appointments for the family vehicle
Keep the family vehicle organized and stocked with essentials, as needed
Track registration/insurance