Family & Household Assistant
Location: East Bay + Various Northern California Locations
Position: Full Time
Schedule: ~11am-7pm
Overview:
A busy, active family is seeking a highly organized Family Administrative Assistant to serve as the operational backbone of their household. You will work collaboratively with a team to manage complex family logistics and daily routines. This role is ideal for a discreet, service-driven professional with private residence experience who thrives on anticipation and staying two steps ahead. A positive, "can-do" attitude is essential, as priorities frequently evolve.
About the Family:
This dynamic UHNW private family consists of two working parents with demanding careers and three active children with full and engaging schedules. The family values having a reliable, detail-oriented team who can help balance family life and day-to-day logistics. The household is positive and fast-paced, with a strong sense of respect, warmth, and privacy. They’re seeking a super star professional who will become a trusted, long-term partner and integral part of the team.
Key Responsibilities:
Family & Personal Support
- Supporting the principals with various business needs and personal projects.
- Calendar Management of the Family Calendar: masterfully manage a complex calendar; the medical, dental and personal appointments, sports and extra curricular activities, anticipating needs of the family.
- Transportation: Providing "taxi" services for school pickups and extracurricular activities.
- Registrations: register and track after school and summer camp activity registrations for the children and annual renewals for memberships and clubs.
- Event Coordination & Seasonal Planning: help plan and execute private events, meals, birthdays and holidays. (Examples; catering, florals, gifting, guest management, hotel room blocks.)
- Special Projects Management: help support ad hoc projects. Research, task management with a results and solution oriented focus.
- Personal Support: manage personal errands, shopping, wardrobe, gift sourcing and other lifestyle needs with a strong understanding of family preferences while treating the principals as clients.
Household Operations
- Mail & Packages: Assist with the mail room organization and upkeep, sorting and tracking of mail and packages. Handling returns when needed.
- General tidying: work with housekeepers to keep the house tidy.
- Household Inventory Management: working with the household staff to make sure supplies are ordered and backstocked appropriately.
- Meal Preparation: Assist the chef in shopping, ordering groceries, and meal prep when needed.
- Financial: keep track of receipts, invoices and household records in an organized manner and upload to the estate management system.
- Coordinate with the Chief of Staff and Estate Operations/ Household Manager to make sure operations and daily flow is calm, discrete and seamless.
Who You Are:
- Experience: 4-5 years of personal and/or household assistant work, ideally in a private household or family setting.
- Naturally organized and detail-oriented, with a knack for anticipating needs
- Ability to multi-task, adapt to a variety of tasks, prioritize and pivot when needed.
- Friendly, professional, and adaptable, a true team player. Calm and solution-focused when plans change. High EQ and excellent interpersonal skills; professional warm and gracious demeanor.
- Interested in building a strong partnership with the support staff by encouraging collaboration, sharing responsibilities, and supporting each other to enhance overall team performance.
- Proactive, self-directed, solutions-oriented and comfortable in a fast paced, evolving environment.
- Manages special requests with professionalism and care, providing thoughtful, detail-oriented assistance while approaching all responsibilities with a proactive, no-task-too-small mindset.
- Demonstrates the highest level of integrity, trustworthiness, and discretion in handling all sensitive and confidential family information, maintaining strict confidentiality and sound professional judgment at all times.
- Tech-savvy and comfortable using G suite; email, calendars, spreadsheets, Microsoft Office and Nines Estate Management System.
- Possess a valid driver’s license and reliable transportation.
- Must be local to the Bay Area – no exceptions.
- Must be legally authorized to work in the US.
What We Offer:
- Full-time position
- Competitive compensation and full medical, dental and vision coverage (401k employer match)
- PTO and additional benefits provided
- A positive, respectful family environment that values collaboration and clear communication
Compensation and Benefits:
- $55-$65+ per hour | DOE
- Comprehensive health, dental, and vision insurance
- 15 days of paid vacation
- 5 days of paid sick leave
- 6 paid holidays (New Years Day, Memorial Day, 4th of July, Labor Day, Thanksgiving Day, Christmas Day) and 4 floating holidays.
- 401k plus match
- Discretionary bonus
- Phone reimbursement
If you’re someone who takes pride in creating order, enjoys helping others, and thrives in a role where no two days are exactly the same, we’d love to hear from you.
