House Manager & Personal Assistant

Sage Haus•Yarmouth, ME

9h•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.

Requirements

Maintain a smoke-free environment
Reliable transportation (mileage reimbursement provided)
Comfort and experience using technology: Calendar management platforms, Expense tracking tools and software, Vendor CRM for relationship management, Household operations documentation
Loves dogs
Naturally organized, proactive, and independent individual
Capable of managing a variety of responsibilities, including administrative support, vendor management, and handling the operational needs of multiple properties
Project manager mentality
Skilled in handling administrative tasks such as managing calendars, coordinating vendor logistics and relationships, and supporting personal projects
Comfortable with technology and have experience using platforms for calendar management, expense tracking, and vendor communication
Know when to step in and offer support, and when to give people the space they need
Enjoy being a part of a busy, organized household
Value integrity, trust, and professionalism

Responsibilities

Personal and Executive Assistant Support: 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
Household Management & Organization: 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, Short-Term Rental Management: 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
Vendor & Property Oversight: 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)
Estate-Level Oversight: 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
Pet Care: 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
Mail Organization: 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
Laundry & Linen Care: Wash, fold, and organize family laundry, Ironing and special garment care, Linen rotation and upkeep of laundry areas, Deep Cleaning & Special Projects: 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
Meal Planning & Prep: Prep healthy meals/snacks, Grocery shopping and organizing pantry/fridge, Follow dietary needs/preferences (healthy), Kitchen clean-up and maintenance, Inventory & Errands: Restock pantry/fridge/household supplies, Manage running household supply lists, Manage household orders and subscriptions (Amazon), Handle returns, dry cleaning, gift shopping
Vehicle Management: Schedule maintenance and fueling, Clean and organize family vehicles, Track registration/insurance