Personal Assistant & Family Operations Manager

We are seeking an experienced, resourceful, and highly organized Personal Assistant to support a dynamic family in Menlo Park, CA. This role blends personal and household management, requiring someone who thrives in an ever-changing environment while keeping family life running smoothly. If you are proactive, a natural problem-solver, and enjoy managing multiple tasks, this could be the perfect role for you.*

Location: *Menlo Park, CA (Preference for local candidates with a flexible remote/on-site schedule)
*Full-time
Compensation: Competitive, based on experience.

Who we are looking for:

We value strong relationships, family, and living well. You will be key in helping us maintain this balance by managing personal tasks, household operations, and various projects. We’re looking for someone who is:

• A self-starter who can manage a variety of responsibilities independently.
• Comfortable with both personal tasks and operational management, ensuring the household runs efficiently.
• Adaptable to last-minute changes with grace and efficiency.
• An excellent communicator who fosters positive relationships and can manage sensitive matters with discretion.

What you will do:

1. Household & vendor management:
   • Overseeing home logistics, from property maintenance to managing contractors and service providers.
   • Handling day-to-day tasks such as organizing repairs, coordinating schedules, and managing utilities.
2. Family support:
   • Managing domestic staff (nannies, tutors) and assisting with the family’s daily routines, including children’s extracurricular activities (e.g., boxing, horseback riding, woodworking).
   • Organizing family events and social gatherings, handling everything from planning to execution.
3. Recruiting & hiring:
   • Recruiting and onboarding service providers (e.g., bookkeepers, CPAs, contractors) and ensuring they meet the family’s standards.
   • Proactively managing new hires to maintain an efficient household.
4. Travel & activity coordination:
   • Planning and booking personal and family travel, including handling last-minute adjustments.
   • Organizing and managing activity schedules, ensuring everything runs smoothly, even with last-minute changes.
5. Project management:
   • Taking charge of larger projects, including family relocations and special family events.
   • Supporting parents with elderly care management and coordinating logistics around health care.

How you day may look like:

Morning:

You start by reviewing the family’s schedule and making sure all appointments are set. You check in with the nanny to ensure the children’s activities are organized, and follow up with a contractor about a minor household repair. A quick task involves confirming a doctor’s appointment for a family member later in the week.

Midday:

The family decides to adjust their upcoming travel plans, so you rebook flights and coordinate a few hotel changes. You also take a moment to follow up on a car repair appointment.

Afternoon:

You finalize the details for an upcoming family dinner, ensuring the caterer is ready and RSVPs are confirmed. As the day winds down, you send a quick summary of any important updates for the next day and make sure everything is running smoothly for tomorrow’s plans.

The ideal candidate will have:

1. Experience:
   • 4+ years in a Personal Assistant or Executive Assistant role, ideally with experience in household management.
   • Proven track record managing family-related and operational tasks for high-net-worth individuals or families.
2. Skills:
   • Problem-solving: Ability to handle unexpected challenges with creativity and efficiency.
   • Tech-savvy & Organized: Strong command of digital tools (e.g., Notion, Google Suite) to manage tasks, schedules, and projects.
   • Communication: Excellent verbal and written communication skills, able to navigate sensitive topics and relationships with discretion and clarity.
3. Personality:
   • Adaptable & calm: You excel in fast-paced environments and can pivot quickly when plans change.
   • Warm & approachable: You value building strong, positive relationships and enjoy being part of a family unit.
   • Discreet & trustworthy: You understand the importance of maintaining confidentiality in all aspects of the role.

Why join us?

This is not just an assistant role, it’s an opportunity to become a trusted part of a family, ensuring harmony and efficiency in their daily lives. If you love variety, thrive on responsibility, and enjoy creating order in a dynamic family environment, we’d love to hear from you.