Full-Time Executive Personal Assistant with House Manager duties

Job Title: Full-Time Live-Out Executive Personal Assistant with House Manager dutiesReporting to: The PrincipalsStart: ASAPLocation: Coral Gables, FL (Must already be locally based; the role is on-site at the residence)Hours: Core schedule: Monday through Friday; business hours, typically 9am-5pm; must be flexible, including flexible to work occasional weekends, and be responsive after hours (e.g. when they are traveling in different time zones and for urgent matters) Salary: $150,000 - $180,000 per year, dependent on experience Benefits: Medical stipend, PTO days, sick days, and main federal holidays; must be flexible to work holidays if needed, in which case, will be given a floating day off; plus, a discretionary yearly increase and bonusThe Family: Husband and wife, with adult childrenPets: No pets, however, pets are occasionally present when family visitsThe House: Large home, plus a guest houseThe Staff: 1-2 housekeepers, one maintenance person, their family office, the husband’s Executive Assistant, and various external vendors and third partiesTravel: Minimal domestic travel requiredKey Responsibilities*Please find your primary responsibilities outlined below:*Please note the below list is not exhaustive. General AdministrativePreparing appropriate, efficient and timely responses to all the principal’s requests, whether made in person, electronically or otherwiseAssisting with special projects and conducting research as needed, including sourcing products or services, gathering information, coordinating logistics, and supporting the implementation and follow-through of household or family initiatives as requestedManaging access to employer by screening, drafting, and issuing correspondence on their behalf Efficient and complex calendar planning, ensuring principal is aware of all appointments and is fully preparedCoordinate with the husband’s Executive Assistant to ensure schedules are aligned and conflicts are avoidedProviding reminders for key dates throughout the year (e.g. birthdays, anniversaries, medical checkups, etc.)Gift suggestions, purchasing and wrapping; tracking all sent itemsCoping with last minute changes/requests, working to pre-empt and resolve potential scheduling conflictsEnsuring availability and flexibility, including managing last minute requests beyond office hours, over the weekend and holidaysDay to Day ManagementSourcing and overseeing vendors (e.g. plumbing, electricians, maintenance workers, etc.), suppliers (e.g. florists, dry cleaners, etc.), contractors (for major repair and renovation projects) and various appointmentsMaintaining excellent relationships with suppliers, vendors, etc. Oversight of household systems: HVAC, electrical, smart home technology, and moreAct as point of contact for their cyber security firm (tech fluency is a plus)Proactively troubleshoot and resolve household issues where possible, assessing situations and implementing practical solutions before escalating to or engaging external vendorsPreventative maintenance with a special eye on the unique needs of an oceanfront estateEnsuring all maintenance contracts are negotiated, documented, stored and well monitored and maintaining an up-to-date supplier listGood knowledge of household maintenance and servicing needs (interior and exterior)Oversight of all deliveries, internal renovation projects and general maintenance of the residence; making the principals aware of any necessary repairs or purchases Monitoring the progress of projects, to ensure that they are being prioritized in accordance with the principal’s wishes and that outcomes are being reached in a satisfactory time scale and to the standard expectedSOPsCreating and implementing property and household S.O.P.’s and maintaining/updating as neededEnsuring the principals’ standards are well documentedAsset Maintenance & Oversight Maintain an accurate inventory of household assets, including furnishings, equipment, appliances, and vehiclesSchedule and track routine maintenance (e.g., car washing, oil changes, seasonal service) and ensure all assets remain in optimal conditionCoordinate professional servicing as required (oil changes, other maintenance)Keep detailed records of asset upkeep and ensure timely follow-up on maintenance needsEnsure registrations and insurances are up to date and renewedFamily Assistance Monitoring deliveries and arranging returnsAssisting with service during events and family gatherings Managing incoming mail, including sorting and organizing correspondence, discarding unsolicited items, and scanning, categorizing, and filing documents in accordance with household preferencesPersonal shopping and errand running; to include the shopping for the home, managing household inventory; ensuring all dry-cleaning items are collected and returned in a timely manner (to be carried out collaboratively by this role, either independently or in coordination with the housekeepers)Flagging any unexpected visitors when principals are not in residence, maintaining a list of permitted and not-permitted guests and handling as appropriateApproaching work with a ‘never having to ask’ attitude – proactively completely jobs and pre-empting the family’s needsStaff Supervision/ ManagementOverseeing and managing all staff and third-party vendorsOnboarding and training staff Forging relationships and becoming a trusted ‘go to’ person when needed – to ensure the principals do not have to manage any staff or third-party vendorsAccounts & Bill PayKeeping a record of all household expensesMaintain organized records of charitable contributions and all relevant tax documentation throughout the year, ensuring materials are accurately tracked and readily available for tax seasonAssisting with household and/or other bill pay as requested, plus handling any questions/disputes with vendorsLiaise with the family office, ensuring all bills/invoices are paidReconcile credit card statementsElectronically filing/ organizing all financial documents efficiently, providing the appropriate team member with the relevant documents required when requestedPrimary Point of ContactEnsuring excellent property security, serving as a point‐of‐contact for all emergencies and urgent questionsInventories and Guest Arrival Purchasing of all perishable and non-perishable items, and prepare living and outdoor spaces to the principals’ specifications for their or guest arrival – coordinating with the household staff to complete or can be instructing others Travel & Event PlanningCoordinating commercial and private family travel: flights, accommodations, detailed itineraries, reservations, and ground transportation with the principals (they do not rely on travel agents)Research, curate, and present thoughtfully considered travel options, including detailed logistics and personalized recommendations, to create exceptional travel experiences aligned with the principal’s preferences and expectationsMaintain and update family calendars with social engagements, appointments, and travel plansPlanning and coordinating events of all sizes, from intimate family dinners on-site to large functions requiring coordination with event planners and vendorsSome events will require on-site executionRequirements:Legally able to work within the United StatesA valid drivers’ license, and must have own car to get to/from work (will have access to a house vehicle for work purposes)Must have a clean drivers’ licenseMust live within reasonable commute distance to Coral Gables, FLRelated experience working in a similar role for a HNW private family in their residenceMust have experience sourcing vendors/contractors and overseeing major renovationsStrong preference for candidates with completed bachelor’s degreeMust be tech savvy (MS Office, Google Docs, AI, smart home systems, etc.)Must be highly proficient in Excel spreadsheets and creating chartsExcellent verbal and written communication skillsExcellent references required Clean background check (criminal, driving record) Confidentiality/non-disclosure agreement