Menlo Park Family Seeks Full Time Estate Manager

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Aunt Ann’s In-House Staffing’s Client
Location: Menlo Park CA
Job Type: Full Time
Category: Estate Staff
Position: Menlo Park Family Seeks Full Time Estate Manager
Schedule: Monday-Friday with occasional weekends ~40 hours per week
Salary Amount or Range: $185-$200k plus health stipend and retirement savings through Calsavers. PTO, paid holidays and sick days
Children:
Pets:
Bay Area Region: South Peninsula

Description

Job Title: Estate Manager LOCAL CANDIDATES ONLY

Location: Menlo Park, CA (Hybrid / 2–3 Days On-Site)

Position Type: Full-Time

About the Role

We are representing a busy family of five based in Menlo Park in seeking a proactive, easygoing, and super-organized Estate Manager to keep their home life and multi-property logistics running smoothly. Between three kids (ages 21, 15, and 11—including a college student flying back and forth to NY), a new home build finishing up in early 2027, and regular travel, there are a lot of moving parts.

They are looking for a trusted partner who excels at turning chaos into order, someone who takes ownership, handles the details before they become issues, and lets the principals focus on family and work rather than household logistics.

Experience Requirements

• 5+ years in household management or estate management role for a principal with multiple properties
• Experience directly managing household staff
• Demonstrated project management experience (construction, renovation, or complex event/travel planning)

Educational Requirements

College Degree

Qualifications

• Discreet, low-ego, and comfortable exercising independent judgment
• Excellent vendor negotiation and relationship management skill
• Highly organized with strong written communication (will draft correspondence on principals’ behalf
• Comfortable with shared calendars, task tools, smart home setups, and digital payments.
• You enjoy using tools like ChatGPT or Claude to speed up research, drafting, and day-to-day planning
• Great with spreadsheets, budget tracking, and organized record-keeping
• Happy working in a hybrid capacity, mostly autonomous, with 2–3 days on-site in Menlo Park to check on the house and meet with vendors
• Looking for someone with stable tenure (2+ years at prior roles preferred) and great verifiable references.

Responsibilities

• Directly manage and schedule the household driver and housekeeper
• Source, vet, and manage contractors and vendors (landscaping, maintenance, home services) across all properties
• Serve as primary point of contact for all service providers — principals should rarely need to speak with a vendor directly
• Property & Construction Oversight
• Coordinate with architects, contractors, and project managers on active construction (Carmel Highlands build in 2027)
• Track timelines, budgets, and punch lists; flag issues before they become problems
• Manage warranty tracking, insurance, and maintenance schedules across properties

Travel & Family Logistics

• Plan and execute complex family travel (international trips, ski/golf trips, multi-stop itineraries)
• Coordinate school schedules, activities, and logistics for three children
• Manage calendars for personal (non-work) commitments

Administrative & Financial

• Bill pay and household budget tracking
• Insurance renewals (property, auto, umbrella
• Manage paperwork for memberships and applications (e.g., private club memberships, residency/citizenship processes)
• Maintain a household operations manual (vendors, passwords/access protocols, recurring tasks, key dates)

Entertaining & Events

• Plan and handle logistics for dinners and gatherings hosted at home (sourcing and coordinating chefs, catering, staffing, rentals, florals)
• Manage guest lists, invitations, and day-of coordination for family and hosted events

Special Projects

• Ad hoc research and project management as needed (e.g., evaluating new properties, club memberships, service providers)

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