The Estate Manager serves as the linchpin for a dynamic executive couple, seamlessly integrating their professional and personal lives with impeccable organizational and interpersonal skills. This role demands proactive and resourceful problem-solving, maintaining utmost confidentiality, and ensuring the household operates with precision and care. Key responsibilities will include managing complex calendars, orchestrating domestic and international travel, coordinating special events, and overseeing household staff and vendors. The Estate Manager is the heartbeat of the home, ensuring every detail is managed to perfection, from everyday tasks to the most exclusive events, always prioritizing the family’s needs and lifestyle.
Duties / Responsibilities
- Coordinate and maintain complex personal calendars, including tracking and/or scheduling personal appointments for employers and children, business meetings, conference calls, travel reservations, restaurant reservations, special events, etc.
- Manage all travel arrangements, including commercial and private air travel, lodging and ground transportation. Manage last-minute changes to travel plans and maintain detailed travel records. In addition, anticipate needs to assure they are fully prepared for business and personal meetings, events and travel.
- Responsible for setting up mobile devices for international travel, etc.
- Create and maintain systems to keep household running efficiently.
- Responsible for household inventory/supplies – timely restocking to assure proper levels are maintained as the family requires.
- Assist family with daily meal planning – paying particular attention to employers’ work schedules to assure family meals are ordered or prepared and coordinated.
- Coordinate schedules for household staff and nannies to assure proper coverage as desired by the family. Track time for payroll reporting.
- Responsible for supervision and training of household staff and nannies to ensure excellent quality of work as expected by the family.
- Assure children’s needs are met – a safe and stimulating environment, cleanliness of children’s clothing, play areas and bedrooms, proper medications and feeding of children in accordance with parent’s consent and instructions.
- Research and consult with specialists to assure implementation of age-appropriate educational activities as well as nutritious meal preparation for children as approved by parents.
- Assure nannies maintain a daily log of the children’s feedings, activities, and any issues that are out of the ordinary to present to parents daily.
- Proactively assist with prioritization of tasks and projects – ensure time management to meet deadlines.
- Organize, prioritize, file and respond to daily mail, e-mail and correspondence, addressing critical and time sensitive issues and assuring timely responses.
- Keep contact database up to date.
- Create record-keeping system and maintain paper and electronic files.
- Assist with correspondence preparation and communication needs.
- Provide family with technical assistance – spreadsheets, professional preparation of agendas, meeting notes, documentation and research and setting up network shared access.
- All other purchases, services as the family may need from time to time, such as games/movies/music/ books – iPad/Kindle as requested by the family, in compliance with federal and state technology access and copyright regulations, etc.
- Assistance with resolution of computer hardware or software issues.
- Verification of accuracy of invoices and assure timely payment of bills.
- Solve problems that arise to the satisfaction of the principals.
- Organize private catering for gatherings as well as larger events.
- Work with staff and vendors to manage household operations, upkeep, repairs, and prepare for special events.
- Work with family and vendors to assure compliance with family’s desired outcomes for special events, children’s activities, the holidays, etc. Including the supervision of caterers and personnel during the events.
- Responsible for coordination and scheduling of contractors and supervision while performing tasks. Oversight over vendor and contractors to ensure assigned tasks are handled properly and timely.
- Keep family informed on a regular basis (to be established with the primary family member)- updates on projects, deadlines, work completed, etc.
- Maintain vendor and supplier contracts, office equipment documents, home appliances, etc. Arrange for purchase of necessary equipment, supplies, appliances, etc.
- Maintain and control distribution of petty cash – daily reconciliation, verification, and substantiation with receipts for all transactions, etc.
- Establish vendor accounts that can be used for administrative efficiency, etc.
- Perform personal tasks as needed -run personal errands such as shop and make purchases of personal and household items for the entire family and gift purchases for a variety of people and purposes.
- On occasion, physical labour such as moving items to and from storage and other duties as necessary.
- To undertake other duties consistent with the basic objectives of the post.
Key Personal Skills and Attributes:
- Discreet, dependable, trustworthy, and patient – the person for this position is aware of how to blend into the background, be friendly but not too familiar, maintain the privacy, confidentiality and discretion that the family expects and deserves.
- Intelligent, professional and tactful communicator.
- Extremely organized, resourceful and proactive.
- Communicating recommendations to take preventive steps and initiate further action.
- Dedicated to service and success of the family.
- Well rounded knowledge of social, cultural, and business practices.
- Self-starter, ability to work individually and as part of a team with a get it done attitude and performance- meeting goals and objectives of family.
- Enthusiastic, confident, optimistic, open to learning new things.
- Flexible and demonstrating a good attitude and sense of humor.
- Understanding that the position on occasion may require working outside of the position’s regular schedule of Monday to Friday -8:00 a.m. to 4:00 p.m. If necessary, willing to work evenings and weekends.
- Good common sense and judgement in decision making – anticipate needs of family, highly perceptive and considerate.
- Highly tolerant and patient.
- Manages time for self and staff, as well as resources to ensure that work is completed properly and efficiently as expected by the family.
- Ability to multi-task and work under pressure, strong problem-solving skills.
- Excellent attention to detail.
- Must have exceptional organizational, interpersonal, technical and communication skills to proactively support personal and residential needs.
- Physical ability to handle items that may be heavy at times (up to 35 lbs.). Sit and stand for long periods of time, climb and bend as needed to perform duties.
- Technology savvy – databases, e-mail and internet access and navigation, as well as social media (for security purposes).Proficiency with Microsoft Office.
- Non-smoker REQUIRED.
Experience:
- Experience working with high-net-worth individuals and families as a Personal Assistant / House Manager in a private home preferred.
- Bachelor’s Degree preferred, greater years of experience in lieu of Bachelor’s considered
- Eight to Ten years minimum experience preferred in similar role with administrative and home management duties.
- Strong organizational skills with the ability to prioritize tasks effectively.
- Certified Researcher or other professional training in research skills preferred.
- Ability to supervise staff effectively, including coordinating tasks and providing guidance.
- Experience in residential cleaning or hospitality is a plus
- Proficiency in organizational tasks such as scheduling, record-keeping, and communication.
- Flexibility to adapt to changing priorities and handle multiple responsibilities simultaneously.
Confidentiality:
During the course of your duties, you may have access to see or hear information of a confidential nature and you are required to undertake not to disclose any information to any unauthorized persons or on any Social Media platforms.
Working Conditions:
A 40-hour week, additional hours as required to meet the needs of the family – evenings and weekends, when necessary.
Valid and clean driver’s license and clear criminal background check always required (every 6 months re-verification).
Reference’s will be required
