House Manager & Personal Assistant

Sage Haus•Yarmouth, ME

2d•Onsite

About The Position

We are a dynamic household that thrives on balance, calm, organization, and efficiency. Our home serves as a hub where daily life, work, and personal interests intersect, and we understand the importance of creating a space that feels calm and well-ordered. We maintain a fast-paced lifestyle, with frequent travel and a variety of responsibilities that keep things interesting. As we transition between multiple properties and seasons, we seek someone who can seamlessly support our daily operations. This includes not only managing the household but also overseeing short-term rentals, handling administrative tasks, and offering executive assistance. We value efficiency, trust, and a positive energy that contributes to maintaining an inviting, welcoming environment. Our ideal candidate will be proactive and capable of taking charge in various areas, from managing vendors for multiple properties to providing pet care and meal prep when needed. Attention to detail, the ability to work independently, and knowing when and how to communicate effectively are key in this role. Above all, we value trust, reliability, and the ability to make a positive impact in the household. You are a naturally organized, proactive, and independent individual who thrives in a dynamic, multifaceted role. You take pride in creating order and ensuring everything runs smoothly without needing constant direction. You’re capable of managing a variety of responsibilities, including administrative support, vendor management, and handling the operational needs of multiple properties. You possess a project manager mentality, staying ahead of tasks and anticipating what needs to be done to keep things running effortlessly, while having the emotional intelligence to cultivate the right relationships to get things done. In addition to being an expert in household organization, you are skilled in handling administrative tasks such as managing calendars, coordinating vendor logistics and relationships, and supporting personal projects. You’re comfortable with technology and have experience using platforms for calendar management, expense tracking, and vendor communication. You know when to step in and offer support, and when to give people the space they need. You enjoy being a part of a busy, organized household and thrive in a role where your contributions directly impact the home’s efficiency and calm. Most importantly, you value integrity, trust, and professionalism in everything you do.

Requirements

Maintain a smoke-free environment
Reliable transportation (mileage reimbursement provided)
Comfort and experience using technology as noted below: Calendar management platforms, Expense tracking tools and software, Vendor CRM for relationship management, Household operations documentation
Loves dogs

Responsibilities

Calendar management (including household schedules)
Event and appointment coordination
Email triage and management
Provide daily summary/report of activities and statuses, transitioning to weekly summary once role is established
Coordination with advisors (legal, financial, personal coaches)
Professional, clear, and concise communication with senior professionals and contractors
Manage personal projects and assisting with scheduling, including occasional travel arrangements
Coordination of winter travel logistics and housing
Relationship management across vendors, household staff, and key professionals
Receipt/budget tracking for expenses incurred as house manager or on behalf of the family
As needed: social media assistance
Create and maintain household organization systems
Daily resets and prep home for cleaners
Light tidying (dishes, surfaces, vacuum high-traffic areas)
Packing/unpacking for travel
Seasonal swaps (clothing, décor, bedding)
Prepare and coordinate donation drop-offs
Event/holiday/guest prep
Indoor plant care
Change batteries, light bulbs, smoke detectors, etc.
Occasional house sitting as needed
Cleaning coordination between bookings
Listing and calendar management for properties
Inputting pricing and adjusting based on market trends
Systems for restocking household supplies between guest stays
Guest communications, managing turnovers, and handling guest reviews
Flexibility to respond quickly to guest messages and resolve issues outside typical hours as needed
Set up the main house for summer
Schedule and coordinate with household vendors
Oversee cleaners, contractors, landscapers
Research repairs and coordinate quotes
Able to negotiate pricing on goods and services where appropriate
Conduct seasonal property maintenance
Manage outdoor spaces
Wellness system maintenance (cold plunge, sauna)
Manage multiple properties: primary residence, two short-term rentals on property, rental property in Acadia, upcoming Boston residence
Oversee property readiness, including seasonal preparation
Ensure home systems (HVAC/security/pool) are operational
Routine property walkthroughs
Ensure daily walks and feeding (2 half-hour walks daily)
Schedule vet/grooming appointments
Administer medications as needed
Maintain pet supplies
Occasional dog-sitting during family travel
Daily collection and sorting across properties
Triage system: urgent, action required, file, shred, forward
Scanning and digital filing of important documents
Forwarding mail between properties based on seasonal location
Coordinating with accountant, attorney, and financial advisor on tax/legal matters
Managing PO boxes or mail forwarding services if applicable
Package handling, returns, and box breakdown
Wash, fold, and organize family laundry
Ironing and special garment care
Linen rotation and upkeep of laundry areas
Oversight of deep cleans (fridge, oven, baseboards, etc.)
Refresh garage, mudroom, and entry
Clean humidifiers/air purifiers
Organizational projects for spaces like linen closets, gear storage, basement, or garage
Prep healthy meals/snacks
Grocery shopping and organizing pantry/fridge
Follow dietary needs/preferences (healthy)
Kitchen clean-up and maintenance
Restock pantry/fridge/household supplies
Manage running household supply lists
Manage household orders and subscriptions (Amazon)
Handle returns, dry cleaning, gift shopping
Schedule maintenance and fueling
Clean and organize family vehicles
Track registration/insurance