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Aunt Ann’s In-House Staffing’s Client
Location: San Francisco CA
Job Type: Full Time
Category: Estate Staff
Position: Multi-Staffed Family in San Francisco Seeks Full Time EPA/House Manager
Schedule: Mon-Friday 9am-5pm
Salary Amount or Range: $160k-$180k plus Full Medical, 401k, 3 weeks PTO, Paid Holidays and Sick days
Children: 2
Pets:
Bay Area Region: San Francisco
Description
Our long term clients in San Francisco are seeking an experienced Executive Personal Assistant (EPA) multiple staffed home. The EPA plays a critical role within the household, providing high-level support to the Principal by seamlessly integrating their professional and personal lives. This individual is responsible for managing the Principal’s schedule, handling personal, business and household tasks, and ensuring smooth day-to-day operations. The EPA acts as a key representative, embodying the family’s values and anticipating their needs in various contexts.
This role requires exceptional organizational skills, attention to detail, and the ability to multitask effectively. The EPA ensures the Principal’s time is optimized by efficiently organizing, executing, and delegating tasks. This position requires a high degree of confidentiality, professionalism, and the ability to manage multiple priorities simultaneously. Candidates should be highly professional, polished, and committed to their role, with a strong work ethic and an instinctively proactive approach.
Key Responsibilities
Calendar Management and Planning:
· Carry out and execute Principals ideas across household, business and personal priorities
· Develop and implement coverage plans to ensure uninterrupted service, particularly during periods of staff absences or emergencies.
· Anticipate the Principal’s needs and preferences, coordinating logistics and resources to streamline daily operations, including meeting coordination, travel arrangements, and reservations.
Administrative Support:
· Be able to respond on behalf of the Principal, including emails, phone calls, ensuring prompt and professional communication.
· Prepare and manage documents, reports, and presentations as required, maintaining high standards of accuracy and detail.
· Coordinate and organize meetings, events, and social functions, both personal and business-related, ensuring seamless execution.
· Maintain meticulous records and files, ensuring all documentation is always up-to-date and confidential.
· Work with the Family office, partner with client service and HR teams to deliver support to the principal.
· Provide IT support to configure devices, hook up printers, etc.
Business Support:
· Provide administrative support to the Principal on operational matters related to the restaurant, as needed.
· Work in tandem with Principal to execute on ad hoc business projects as needed.
· Manage post-closure logistics for additional residence, including:
· Bank account funding
· Vendor and subscription cancellations
· Coordinate with brokers and support sale-related tasks
· Schedule meetings and manage Principal work calendar
· Confirm meetings with team members as needed
Personal Assistance:
· Provide some oversight and help prioritize support for the Principal’s personal assistant function, ensuring day-to-day personal needs and logistics are handled smoothly and consistently.
· Serve as backup to the Personal Assistant as needed, stepping in to support priority items, urgent requests, and time-sensitive matters when coverage is required.
· Act as a communication liaison with Personal Assistant and partners, ensuring timely and accurate information flow and follow-through.
· Coordinate with the Personal Assistant regarding errands, household inventory tracking, and personal support tasks to ensure completion and quality standards, rather than performing these tasks directly.
· Oversee and monitor personal support workflows such as shopping coordination, wardrobe planning, and stylist scheduling to ensure alignment with the Principal’s preferences.
· Ensure mail handling and distribution processes are properly managed by the Personal Assistant, and help provide oversight or support if needed.
Household Management:
· Oversee all aspects of the Principal’s home, ensuring standards, procedures, and services are consistently maintained as per household manuals.
· Serve as primary coordination point for household needs and requests, partnering closely with Personal Assistant and communicating items to the appropriate property for execution and tracking.
· Identify household needs and route them through appropriate systems and vendors on the Principal’s behalf, including task creation, ordering coordination, and follow-up.
· Develop and maintain practical household support plans, ensuring residences remain properly maintained, stocked, and service-ready through vendor coordination rather than direct inspection responsibility.
· Provide regular updates to the Principal and family members on household activities and performance.
· Integrate feedback from the family to ensure household services and standards are continuously improved and tailored to their needs.
· Manage personal assistant in tandem with the Principal.
· Coordinate property readiness, vendor access, and issue resolution for Principals additional properties, communicating to the staff to coordinate seamless flow
· Coordinate movement, placement and installation of art and furnishings
· Schedule and prepare quarterly coordination meetings with other property managers on the Principal’s behalf, including agenda development, annual planning, and action tracking.
· Track and follow up on action items and open tasks resulting from property and household meetings.
· Train household and vendor staff on household processes, systems, and family preferences to ensure consistent service delivery.
· Support oversight and coordination of housekeeping staff and housekeeping vendors, ensuring expectations and quality standards are met.
Special Projects and Continuous Improvement:
· Take ownership of special projects and initiatives as assigned by the Principal, demonstrating initiative, creativity, and resourcefulness in problem-solving.
· Continuously seek opportunities to enhance efficiency, streamline processes, and optimize resource utilization within the business and household.
Liaising with Family Office:
· Support the Principal’s priorities with the family office, including coordinated follow-up with the family office to execute ongoing initiatives and special projects as directed by the Principal.
· Proactively partner with the family office to identify solutions to streamline workflows and decision-making for the Principal; assist in scheduling as needed.
· As directed by the Principal, provide periodic updates on property management, household operations and staffing, vendor coordination, personal property, high value items, and bill pay and philanthropic payment requests, as needed for family office execution on contracts, insurance and risk management, NDAs, purchases and sales, hiring, expense management, and financial account management.
Skills and Abilities
· Strong communication skills, both written and verbal. Excellent interpersonal skills.
· Ability to operate with a high level of integrity for handling sensitive issues while maintaining complete confidentiality.
· Possess sound judgment and a consistent commitment to high quality work with minimal supervision.
· Ability to handle multiple projects simultaneously, occasionally under time pressure, and determine priority of workflow while maintaining tact and diplomacy.
· Ability to move between complex administrative functions and routine office functions.
· Exceptional organizational skills; attentive to details and deadlines.
· Ability to work both independently and collaboratively as part of a team while keeping a positive attitude.
· Flexibility in scheduling; willingness to work occasional long hours or weekends as needed
Job Requirements and Qualifications
· A minimum of 7 years of experience as an Executive/Personal Assistant supporting UHNW executives and/or private families.
· Ability to maintain a high degree of confidentiality and discretion.
· Highly proficient in maintaining complex calendars and travel arrangements.
· Anticipates the Principals’ needs and executes on the Principals’ preferences.
· Strong problem solving, organizational and time management skills. Ability to determine priority of workflow and establish goals and objectives.
· Advanced level competency using PC, Apple products (iMac, iPhone, iPad) as well as Outlook, Word, Excel, PowerPoint, Teams and One Drive. High level of comfort with technology.
· Self-starter with excellent judgment and ability to work with minimal supervision.
· Consistent commitment to high quality work.
· Consistently demonstrates professionalism and discretion.
· Successfully complete an in-depth background investigation, including a cyber/social media risk evaluation.
· Must have valid driver’s license with an excellent driving record. Must have own personal vehicle.
· As a condition of employment, our employees working on-site are required to be fully vaccinated and have received their first booster for COVID-19, unless a reasonable accommodation is approved or as otherwise required by law.