Our client is looking for an experienced, proactive, and discreet Assistant Estate Manager to work closely with the existing Estate Manager. Longevity in past positions is highly desirable. Flexibility is key to this position, as it requires weekend and holiday work if Principal is in residence.
Duties to include, but not limited to:
Assist the Estate Manager who has complete oversight of the Principal’s residences
Work closely with the Estate Manager to facilitate planning, logistics and execution of day-to-day operations
Assume the role of Estate Manager when the Estate Manager is absent (g., on vacation)
Assist with guests and their staff
Maintain and update internal team lists (g., seasonal and preventative maintenance lists), SOPs, and organizational charts
Assist with team communications, updates, coordination, and scheduling
Attend house meetings
Act as a liaison with internal teams and external contacts to represent the Principal’s best interests in a professional manner while providing a required oversight
Coordinate and manage subcontractor and vendor site visits with Security, Facilities, and Landscape teams to ensure smooth operations
Collaborate with the Estate Manager to coordinate all formal and informal events and gatherings (g., guest lunches or dinners). Assist with related logistics, including rentals, purchases and errand running, as needed
Build relationships and be the liaison between contractors’ and vendors’ office managers
Work with vendors to track payments, obtain COIs, NDAs, PSAs, vendor set up and budget parameters
Assist with and oversee accuracy and timeliness of estate staff expense reports and time sheets
Assist with onboarding new hires
Review and cross-check purchases, receipts and calculations for any work done on properties
Maintain and update estate inventory lists
Purchase and restock groceries and amenities for the properties
Work with the Estate Manager to coordinate and track approvals/keys from Distribution Studios, technical deliveries, Betty Box approvals and Universal projectionist needs
Work closely with Estate Manager and General Manager to implement and streamline policies and procedures
Assist with special projects and other duties as assigned
This is a full-time position:
Must be willing to work on weekends or holidays, as needed; however, work schedule is typically Monday to Friday
Monday – Friday, except when the Principal is in residence
$150 annually
Excellent benefits: full health benefits for employee and employee’s dependents
401K with 6% match
Lunch provided
Requirements:
Minimum of 7 years of proven experience working in a private family office environment or similar setting
Longevity in past positions with excellent references from past employers
Bachelor’s degree, preferably in business
High-energy and ability to grasp new concepts quickly
Working knowledge of accounting concepts
Strong Excel skills and experience with Google Suites (e.g., Google Docs, Google Calendar, and Google Sheets), Bill.com, Expensify, and Sage Intacct
Solid organizational skills and exceptional attention to detail
Strong interpersonal and relationship building skills and strong verbal and written communication skills
Ability to handle sensitive and highly confidential issues with diplomacy and discretion
Flexibility, integrity and creative problem-solving skills
Must have a positive approach to problems and situations that may arise
Able for full-time active work in and around the properties
Use standard computer, telephone and related equipment for communication and recordkeeping
Provide 24/7 on-call availability for the Estate Manager and any urgent requests from the Family Office
Travel between the Properties and for local errands without personal assistance
Possess valid unrestricted driver’s license, adequate vehicle insurance coverage, and vehicle for use in performing job duties and travel among the Properties
Authorized to work legally in the US and be willing to undergo an in-depth background investigation
