Household Operations Manager & Family Assistant (with Meal Prep Support)

Sage Haus•Pittsford, NY

12d•$25 - $35

About The Position

Household Operations Manager & Family Assistant (with Meal Prep Support) Location: Pittsford, NY 14534 Employment Type: Full-time (40–45 hours/week) Proposed Start Date: ASAP Compensation: $25–35/hour, based on experience About the Family: We are a busy family of six, with four active boys (ages 14, 12, 12, and 8), and three dogs and a cat. Both parents run businesses and occasionally work from home but are primarily out of the house. We also travel occasionally for work. Our household is lively, high-energy, and fast-paced, with regular sports, tutoring, and afterschool activities on most evenings. We value harmony, clarity, organization, and need someone who can manage the chaos, anticipate needs, and support the overall functioning of the home. Our ideal candidate is someone who is proactive, detail-oriented, and has a sense of humor. You should be able to manage household tasks efficiently while working well with both children and adults. We’re looking for someone who can help our family stay organized and calm amidst the busyness of our day-to-day lives. Who You Are / What We’re Looking For We are looking for a Household Operations Manager who is: Self-managed and proactive and able to take initiative, navigate household nuances, manage multiple tasks, and independently drive solutions. Sturdy and adaptable to a lively, fast-paced household while maintaining consistency and reliability. Solution-oriented and tactical, who knows how to prioritize, problem-solve, and implement systems for home organization, improvement, and efficiency. Hands-on and engaged with actively participating in children’s routines, sports, hobbies, homework, and fostering their growth and curiosity. A positive role model that can demonstrate integrity, responsibility, and care while building rapport with our family. A collaborative communicator who communicates clearly with us, staff, and vendors, taking the lead when appropriate. Creative and growth-minded and able to create systems, improve household workflows, and approach challenges with innovative solutions. Knowledgeable in nutrition and health field or willing to learn concepts of healthy eating/ nutrition for active children, and meal planning with creativity and excitement for learning. Mindful and personable who can bring a sense of humor, presence, and engagement to support family harmony and a positive household atmosphere while able to establish professional boundaries and structure.

Requirements

Maintain a smoke-free environment
Pass background check
Reliable transportation
Valid driver’s license and safe driving record
Tech-savvy and comfortable with digital household management tools
Discretion, professionalism, and strong organizational skills
Experience managing household systems, schedules, and family logistics
Comfortable with pets (3 dogs, 1 cat)

Nice To Haves

Knowledgeable in nutrition and health field or willing to learn concepts of healthy eating/ nutrition for active children, and meal planning with creativity and excitement for learning.

Responsibilities

Household Management & Organization: Creating and Maintaining household organization systems (e.g., closets, storage, pantry, etc.)
Organize household spaces such as the pantry, mudroom, closets, and storage areas to maximize order and accessibility.
Implement and maintain weekly home "reset" routines to support ongoing household organization.
Reset and tidy rooms daily; maintain overall neatness, ensure home is prepped for weekly cleaning services
Conduct seasonal swaps (e.g., clothing, décor, bedding, etc.)
Manage seasonal clothing rotation and storage, ensuring efficient use of space.
Maintain a digital or physical Household Binder or shared management hub for reference and planning.
Track vendor logs, service records, and warranties, and keep a household maintenance calendar up to date.
Prepare for family events, holidays, and guest stays
Prepare and coordinate donation drop offs and pick ups, or listing things on marketplace/resell sites, etc.
Support packing/unpacking for travel or seasonal transitions
Supervise or coordinate with service providers/vendors (e.g., handymen, cleaners, landscapers)
Support in getting kids involved in household chores
Oversee children’s assigned chores and ensure they are completed as expected.
Load/unload dishwasher, wipe surfaces, vacuum high traffic areas
Maintain indoor plants
Inventory Management, Errands & Household Logistics
Track and restock pantry, fridge, toiletries, household supplies
Oversee inventory and restocking processes to prevent shortages.
Create and manage running household supply lists
Coordinate and manage household orders (Amazon, Costco, Target, etc.)
Efficiently handle returns, exchanges, shipping, and package management.
Run errands: grocery shopping, returns, dry cleaning, gift shopping
Order groceries and coordinate curbside pickup schedules.
Manage household purchasing and inventory processes.
Coordinate prescription pickups and maintain communication with pharmacies.
Shop for children’s clothing and seasonal gear as needed.
Handle package pickup, mail sorting, and deliveries
Maintain records such as household documentation, receipts, and warranties.
Assist with online listings or sales of household items when appropriate
Family Scheduling & Calendar Coordination
Oversee household schedules and calendars
Maintain and manage a master family calendar, ensuring all family events and commitments are accurately recorded.
Track school schedules, assignments, events, and deadlines to help keep the family organized.
Oversee sports and activity schedules, monitoring registration deadlines and requirements.
Coordinate medical, dental, evaluation, and haircut appointments for family members.
Develop travel preparation lists and manage calendar planning for family trips.
Provide weekly household planning summaries to the Parents.
Ensure real-time coordination with parents and adapt as needed to school routines.
Meal Planning & Preparation
Plan and prep 2-3 healthy meals (primarily dinners) and snacks for adults and kids (ensuring meals have left overs to use)
Assist in creating of meal systems and having a dinner plan in place weekly
Pack school lunches
Batch-cook weekly meals to bring ease and nutrition to other meals of the day (e.g., healthy breakfasts- breakfast burritos, etc.)
Shop for groceries and meal-related items
Follow dietary needs and family preferences (no spicy profiles or cilantro, someone who understands nutrition and can help with picky eating needs is a plus )
Engaging kids in meal preparation is ideal
Clean kitchen post-prep and manage kitchen tidiness
Ensure fridge is cleaned out on a weekly basis
Laundry & Linen Care
Wash, dry, fold, and organize family laundry (e.g., clothing, bedding, towels)
Coordinate laundry systems
Iron, steam, and prepare outfits as needed
Manage linens: rotate children bedding, refresh towels, restock essentials
Keep laundry areas tidy and well-stocked with supplies
Handle special care for delicates or uniforms
Pet Care (overseeing dog walker 2–3x/week)
Feed and walk dogs; manage care for other pets as needed
Schedule and coordinate vet, grooming, or daycare appointments
Administer medications, if required
Keep pet supplies stocked and organized
Vehicle Management
Schedule and oversee maintenance, oil changes, and inspections
Ensure vehicles are fueled, cleaned, and organized
Track registration, insurance, and service schedules
Track vehicle mileage and prepare necessary reimbursement documentation
Vendor, Contractor & Property Oversight
Schedule and supervise service providers (cleaners, contractors, landscapers, etc.)
Serve as the primary contact for cleaners, landscapers, snow removal, and repair technicians.
Meet service providers at the home to ensure completion of assigned tasks.
Track recurring and scheduled household maintenance services.
Monitor the quality of work and proactively identify any issues that require attention.
Research and coordinate repairs, maintenance, and quotes
Manage routine upkeep across one or multiple properties
Oversee outdoor spaces and seasonal maintenance needs
Serve as primary contact for vendors or guests
Estate-Level Oversight
If experienced, family would appreciate support in managing multiple properties (main home, a local childhood home, and a cottage) and ensure readiness for family or guest use
Packing up childhood home property, helping family prepare for move outs
Oversee property-specific systems (e.g., HVAC, security, etc.)
Conduct walk-throughs to ensure upkeep, safety, and organization
Coordinate snow plowing schedules for all homes, picking up flowers for all properties, etc.
Family Support & Child Assistance
Assist with school/activity pick-ups or drop-offs
Taking children to necessary doctors and personal appointments as needed (e.g., orthodontist, etc.)
Support in supervising children
Making sure children have support with homework and it is completed
Understands technology to make sure absences are captured; someone hands on in understanding what is going on with kids school demands (e.g., homework, tests coming up, reading, etc.)
Comfort in supporting children who are independent and at times strong willed, comfortable in setting kind boundaries and structure
Understand and monitor children’s medical profiles, allergy risks, and medication routines
Coordinate health appointments and follow medical instructions from the Parents
Manage school portals and maintain communication with teachers and coaches
Support the family’s technology structure and device controls, ensuring they are developmentally appropriate for the children
Deep Cleaning & Special Projects
Tackle occasional deep cleans (fridge, oven, baseboards, etc.)
Maintain and refresh specific zones (entryways, garage, mudroom)
Clean humidifiers, washing machines, and air purifiers monthly
Organize special projects: seasonal decorations, gear rotation
Perform light handyman-level tasks, such as simple repairs and battery replacements
Maintain daily and weekly household checklists to ensure routine tasks are completed
Administrative & Personal Assistant Support
Help with travel planning, scheduling, and logistics
Manage family calendars and reminders
Overseeing children's inventory of clothing
Finding efficiencies and products that will be helpful to the family
Manage family inbox
Assist with coordination of events, appointments, and guest prep
Schedule personal appointments for parents
Manage communications with household vendors and contractors on behalf of the family
Oversee administrative tasks such as renewals, reminders, and general scheduling
Coordinate travel logistics, including preparing packing lists and arranging trips
Research and source services, solutions, or products as needed for the family
Maintain confidentiality and discretion in all matters at all times
Travel Preparation & Support
Prepare packing lists, select clothing, and organize travel gear for family trips.
Arrange children’s travel items, manage medication needs, and ensure all trip essentials are ready.
Ensure the home is prepared, arrange for animal care before and after family travel periods.
Coordinate with the childcare associate regarding the children’s routines during travel.
Travel with the family if requested, with advance notice.