Executive House Manager & Personal Assistant

Job Title: Executive House Manager & Personal Assistant

Location: Miami, FL 33131

Employment Type: Part-Time (25-40 hours per week)

Proposed Start Date: ASAP

Compensation: $40-50/hour, negotiable and based on experience

Requirements:

• Must maintain a smoke-free environment
• Must pass a background check
• Reliable transportation (mileage reimbursement for use of personal vehicle within Miami)
• Must be legally able to travel internationally (passport ready)
• Fluent in English
• Pet-friendly (family plans to get a dog)
• Valid travel documents for out-of-state and international travel

Proposed Schedule:

• 25–40 hours per week, typically 5 hours a day, 5 days per week, based at the primary residence
• Summer travel to the Hamptons for 6–8 weeks (May–August), with housing provided
• In the Hamptons, hours may fluctuate, including occasional weekend work
• Flexibility to travel ahead of the family for preparations and assist with household tasks while traveling

About Us:

We are a loving, adventurous couple, balancing a fast-paced lifestyle with a deep passion for travel and new experiences. Our primary home is in Miami, where we're also excitedly overseeing the construction of a new home that will be completed in the next two years. In the summer, we love escaping to our property in the Hamptons to unwind and enjoy quality time with family and friends.

Our household revolves around frequent travel and remote work, with one of us heading to New York monthly for business. This rhythm of constant movement requires careful logistical coordination to ensure everything runs smoothly and seamlessly.

In Miami, we have a blend of telecommuting, travel, and domestic management. We value flexibility and organization, and despite our busy schedules, we strive to maintain a balanced environment.

During the summer, we need assistance in the Hamptons, where we require not only household management but also someone who can integrate professionally and socially when entertaining family, friends, and guests.

The ideal candidate for this role is a person who thrives in a high-energy environment, enjoys problem-solving, and can quickly adapt to emerging needs. Whether it's preparing the home for a quick getaway, coordinating last-minute travel logistics, or ensuring the smooth running of multiple properties, you will play a key role in our household's success.

You should be highly organized, proactive, and detail-oriented, able to maintain schedules, manage vendors, oversee projects (like the home construction), and plan events. Flexibility is essential, as the family's needs can change rapidly.

Who You Are/What We're Looking For:

• Proactive & Detail-Oriented: You thrive in a fast-paced environment, taking initiative and anticipating needs before they arise. You are highly organized and detail-focused, ensuring tasks are completed seamlessly without needing constant direction.
• Strong Problem-Solving Skills: You excel at managing multiple tasks simultaneously, maintaining a calm demeanor even when things get hectic.
• Design Savvy: You have a strong design sensibility and an eye for optimizing spaces. Whether overseeing home organization, managing renovation projects, or coordinating design elements, your interest in design is a key asset.
  • Experience : This could include interior design, home staging, or any field requiring a keen sense of space, color, and style.
• Comfortable in Professional and Social Settings: You integrate effortlessly into both professional and social environments, making you a trusted member of the family's network.
• Flexibility & Adaptability: You can pivot between responsibilities, whether managing home projects, assisting with personal tasks, or preparing meals. Your flexibility allows you to juggle multiple needs while staying organized.
• Clear Communicator & Collaborator: You work well with others, both inside and outside the household, and communicate clearly to adapt to the family's needs.
• Long-Term Relationship Focus: You are invested in building long-term relationships and becoming a trusted partner, ensuring the household runs smoothly and efficiently.
• High Standards & Professionalism: You take pride in your work, whether managing schedules, overseeing projects, or assisting with everyday tasks, ensuring systems are in place to ease the family's life.

Key Responsibilities:

Personal Assistant Administration & Project Management:

• Oversee household operations, including calendars, appointments, and daily logistics to align family, staff, and vendors.
• Travel Coordination: Plan travel logistics, including flights, hotels, car rentals, and reservations.
  • Packing & Unpacking: Assist with packing for travel, ensuring all items are organized and ready for the trip.
• Project Management: Oversee home construction projects, including permits, paperwork, and contractor management.
  • Coordinate with contractors to ensure smooth execution of design elements.
  • Manage vendor logistics, such as handling calls with suppliers (e.g., marble) and ensuring timely follow-up.
  • Travel ahead of the family to ensure properties are stocked, including fresh flowers and well-stocked refrigerators/pantries.
• Calendar & Appointment Management: Organize family schedules and coordinate appointments, meetings, and events.
• Vendor Management: Serve as the primary liaison for household team, service providers, contractors, and boat management company, ensuring smooth communication and follow-through.

Household Operations & Systems Management:

• Collaborate with the housekeeper to ensure the home is ready on a daily basis.
• Maintain organization systems for closets, storage, pantry, and toys.
• Reset and tidy rooms daily; ensure the home is prepped for cleaning services.
• Oversee household schedules and calendars, including seasonal swaps (clothing, décor, bedding, etc.).
• Prepare for family events, holidays, and guest stays.
• Coordinate donation drop-offs and pick-ups.
• Supervise or coordinate with service providers/vendors (e.g., handymen, cleaners, landscapers).
• Weekly check of the refrigerator to ensure it's stocked with family preferences.
• Assist with basic tidying during the summer months when the housekeeper is unavailable.

Multi-Property & Vendor Oversight:

• Serve as the primary point of contact for service providers, vendors, and guests.
• Schedule and supervise service providers (cleaners, contractors, landscapers).
• Research and coordinate repairs, maintenance, and quotes.
• Manage routine upkeep across properties, coordinating with the Hamptons House Manager.
  • Ensure readiness ahead of family or guest use.
• Oversee outdoor spaces and seasonal maintenance needs.
• Ensure seamless property turnover and preparation, conducting walk-throughs to ensure upkeep, safety, and organization.

Inventory Management & Errands:

• Track and restock pantry, fridge, toiletries, and household supplies.
• Create and manage household supply lists.
• Coordinate and manage household orders (Amazon, Costco, Target, etc.).
• Run errands: grocery shopping, returns, dry cleaning, gift shopping.
• Handle package pickup, mail sorting, and deliveries.

Meal Planning & Nutrition Support:

* Family is open to assistance in hiring a separate chef for this position if this isn't in your wheelhouse

• Prepare simple meals when one family member is away (1–3 days/week), focusing on organic, protein-forward dishes (no red meat).
  • There is an allium allergy (onions, garlic, chives, etc.), so experience with food safety guidelines is key.
• Stock essentials (yogurt, berries, basic groceries) and ensure the fridge is well-stocked weekly.

Boat Management:

• Coordinate with the boat management company to ensure the boat is stocked and ready for family trips or events.

Pet Care (Future Dog):

• Occasionally feed and walk the dog; 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.

How to Apply:

Please include the following with your application:

1. A brief letter explaining why you'd be a great fit for this role.
2. Your updated resume.
3. At least 3 professional references with contact information.

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