Los Altos Family Seeks Confident P.A/Estate Manager

16 hours ago

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Aunt Ann’s In-House Staffing’s Client
Location: Los Altos CA
Job Type: Full Time
Category: Estate Staff
Position: Los Altos Family Seeks Confident P.A/Estate Manager
Schedule: Monday-Friday 10am-6pm
Salary Amount or Range: $185k-$200k Plus health stipend, PTO, paid holidays and sick days
Children: 3 children: teens
Pets: 1 Bernadoodle
Bay Area Region: South Peninsula

Description

We are representing a lovely family in seeking a highly capable, self-regulated, and exceptionally confident Personal Assistant/Estate Manager to support a busy family and oversee the daily operations of their primary residence in Los Altos, along with light management of two secondary properties.

This hybrid role is approximately 60% Personal Assistant and 40% Household Management & Operations. The ideal candidate brings a background in personal assisting and high-level estate management, combining operational rigor with a warm, low-ego, and highly professional demeanor. You thrive in a dynamic, high-accountability environment, require minimal direction once onboarded, and bring poise, discretion, and efficiency to every task.

Workplace: Dedicated, fully equipped workspace provided on-site in Los Altos.
Hardware: Dedicated company laptop provided.
Travel: Light travel to Carmel (4–6 times per year) for vendor checks and property oversight.
On-Call Availability: Very light evening and weekend on-call duties for urgent matters only.

Experience Requirements

Proven track record as a Personal Assistant/Estate Management roles supporting high-net-worth individuals or busy families.
Personality & Demeanor:
- Exceptionally confident, self-regulated, and emotionally mature.
- Low-ego, receptive to direct feedback, and pleasant to be around without needing external validation.
- Direct, efficient, warm, and professional—able to communicate clearly without unsolicited opinions.
- Highly discreet with an absolute respect for privacy and confidentiality.
Tech-Savvy: Proficient in G-Suite, Milanote, WhatsApp, Nines, and spreadsheet management (Google Sheets/Airtable).
Pet-Friendly: Comfortable around dogs (the family includes a 37 lb Australian Bernedoodle).
Licensing & Driving: Valid driver’s license with a clean driving record for occasional teenager transport.

Educational Requirements

College Degree preferred

Responsibilities

Personal Assistance (approx. 60%)

Calendar & Schedule Coordination: Manage master family calendars, syncing personal appointments, kids’ activities, and trainer schedules across multiple platforms.
Travel Planning & Booking: Research, organize, and manage complex domestic and international travel itineraries, accommodations, and logistics.
Summer Camp & Activity Planning: Research, map out, and enroll children in summer camps (including coordinating schedules relative to rental property locations).
School & Activity Transportation: Assist as needed in the afternoon with school pickups if needed. Mileage reimbursement provided.
Communication & Tech Integration: Seamlessly interface with principals via G-Suite, Milanote, Notion, Airtable, WhatsApp, and Nines.
Financial & Administrative Tasks: Process household payroll, track expenses, and manage administrative details independently with flawless judgment.

2. Household Management & Operations (approx. 40%)

Construction Oversight: Serve as the on-site point of contact for an ongoing major construction project, maintaining eyes on progress and attending weekly site meetings.
Property & Vendor Management: Source, vet, schedule, and oversee outside contractors, specialized vendors, maintenance teams, and project-based work (e.g., exterior painting, repairs).
Multi-Property Coordination:
- Los Altos (Primary): Main focus of daily on-site operations and vendor coordination.
- Carmel (Secondary): Oversee vendor management, maintenance, and seasonal projects (requires travel ~4–6 times per year).
- Palo Alto (Secondary): Minimal oversight; assist with handy/repair needs on an as-needed basis.
SOP & Manual Development: Build and maintain a comprehensive Household Operations Manual and systematic inventory lists using G-Suite/Google Sheets.
Staff Collaboration: Maintain a positive, collaborative relationship with the long-tenured Cook/Housekeeper (14 years with the family), who handles day-to-day housekeeping and primary pantry stocking.