Right Hand Assistant and House Manager


Posted : 01/01/70

Ability to anticipate potential problems and be proactive, and can take the initiative to solve problems and/or come up with solutions before reporting and presenting to the principal.

Must be experienced working in a fast-paced environment and be able to manage different situations, people, etc. Please get along well with others in order to mediate staff conflict and handle questions, comments, and concerns.

Salary DOE + Health insurance

• Staff management (3 housekeepers, 1 maintenance person, regular landscaping crew) including scheduling and adjusting staffing as necessary
• Liaise between and manage housekeepers, maintenance person, vendors, and contractors
• Overseeing maintenance and upkeep of the interior and exterior of all properties including regular walk-throughs of properties to gather maintenance needs intel
• Schedule and oversee maintenance of all household appliances and machines, coordinate with staff maintenance person or schedule contractor
• Coordinate contractor repairs and oversee projects to ensure repairs are completed satisfactorily as well as build and develop those relationships for long-term business partnerships
• Keep and maintain ongoing lists of repairs, projects, etc…and check frequently
• Manage the residence to ensure it is operating efficiently and safely
• Maintain electronic and physical file system; MUST be able to use Dropbox
• Maintain and update inventory system to keep the home stocked with household supplies (food, supplies, toiletries, etc)
• Prepare petty cash and reconcile all disbursements on a monthly basis internally and with/for CPAs
• Able to be mobile between three properties (2x Brentwood homes and 1 Malibu home) as well as remotely manage one New York apartment
• Able to troubleshoot Apple devices to include: iPhone, iPad, MacBook, Apple TV, and basic misc electronic troubleshooting
• DEMONSTRATED PROFICIENCY in Microsoft Office and Apple Productivity Suite
• Final Draft knowledge a HUGE PLUS
• Coordinate with CPAs and insurance representatives for annual insurance verification
• Coordinate medical appointments, medical files, and most importantly manage prescriptions (comfortable working with doctors, doctor’s offices, pharmacies, pharmacists, benefits administrators via phone, coordinating on-time prescriptions)
• Ability to review contracts, documents, and forms
• Have or be able to learn the complexities of money and credit card accounts for the purpose of fielding questions from CPAs
• Create, manage, track, coordinate, and distribute bonuses and gifts to family, friends, contractors, and staff
• Manage all travel arrangements including flight, hotel, and ground transportation; liaise with travel agent for reservations
• Manage official personal documents like birth records, driver licenses, passports, and other documents as required including renewal, applications, appointments
• Answer and manage phone calls on multiple lines including connecting conference calls
• Be able to set up and manage Zoom video calls
• Manage mail and packages deliveries as well as process and track all purchases and returns
• Meticulous and detailed calendar management (MUST be able to use Apple iCal)
• Manage and coordinate holidays and special events
• Be available on-call for emergencies, urgent matters after-hours, weekends, and holidays

**Willing to learn digital video projection system movie download and management

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