House Manager and Personal Assistant (Malibu)

About This Job

A professional couple in their late seventies is seeking a dedicated House Manager and Personal Assistant to manage the daily operations of their primary residence in Westlake Village and their secondary home in Malibu. The individuals lead active, socially engaged lives filled with frequent travel, family events, and social commitments. They are looking for a person who can introduce organization, stability, and considerate structure to their bustling routine.

The perfect candidate will be approachable, understanding, and oriented toward service, possessing the emotional awareness to interact effectively with two energetic individuals. This position requires a composed and self-assured professional who can gracefully oversee multiple tasks with clear communication and tranquil efficiency. The ability to follow through on responsibilities, foresee requirements, and take satisfaction in ensuring seamless daily operations is highly appreciated.

While the full scope of duties is outlined below, please note that tasks are managed at a steady and balanced pace. The couple places great importance on consistency, dependability, and transparent communication above all.

Primary Duties

• Oversee all daily requirements for the couple and both residences, including travel planning, itinerary creation, and securing dining and personal reservations.
• Manage maintenance, repairs, and vendor coordination for both properties, ensuring all work meets high standards.
• Supervise and coordinate an Accessory Dwelling Unit (ADU) construction project at the Westlake Village property, involving contractor selection, budget oversight, and schedule management.
• Handle household errands, grocery shopping, and inventory management to keep both homes fully supplied and orderly (utilizing services like Amazon or Instacart is acceptable).
• Maintain thorough household records, including vendor contacts, passwords, account information, and important contacts.
• Assist with scheduling for medical, personal, and professional appointments, ensuring clear communication and necessary preparations.
• Develop and maintain a shared family calendar to track upcoming appointments, travel plans, and household activities. This can be established using a digital application.
• Communicate proactively and provide regular updates. Confirm completed tasks and advise on pending items or those needing approval. Consistent follow-up and communication are essential.
• Offer light administrative support, such as expense tracking, list management, and creating household checklists.
• Coordinate closely with the couple\'s daughter to synchronize schedules, manage information sharing, and provide regular updates.
• Receive and manage packages, process returns, and assist with gift purchasing for holidays and birthdays.
• Organize and coordinate intimate family dinners and small social gatherings.
• A significant advantage would be a willingness to assist with light cooking or meal preparation. Culinary expertise is not required, but an interest in ensuring meal options are available is valued.
• Assist the gentleman, an enthusiastic car collector, with vehicle purchases and sales. This includes coordinating documentation, logistics, and occasional DMV-related tasks. Prior experience with DMV paperwork or holding a Notary certification is beneficial but not mandatory.
• Ensure both homes operate smoothly and efficiently, whether the principals are in residence or traveling.
• An additional advantage is possessing a Notary certification for occasional document signings.

Required Qualifications

• Five to ten years of experience in a role such as House Manager, Personal Assistant, or Family Assistant within a private household setting.
• Proficient technology skills, including comfort with Apple devices, iPhones, iPads, and PC computers.
• Exceptional organizational abilities paired with strong written and verbal communication skills.
• A calm, courteous, and patient disposition; capable of managing changes with composure and discretion.
• Experience working respectfully and professionally with older principals.
• Meticulous attention to detail and a proactive approach to anticipating needs.
• Must reside locally in Westlake Village or the surrounding vicinity, possess a reliable vehicle, and hold a valid driver\'s license.

This is a full-time, Monday through Friday position based in Westlake Village and Malibu, California. Only local candidates should apply. Occasional evening or weekend communication may be required. Compensation is dependent on experience and includes either a benefits stipend or enrollment in the company benefits plan, to be determined. A vehicle is available for use while performing job duties.