Executive Personal Assistant & Household Operations Manager

Sage Haus, LLC

San Francisco (CA)

On-site

USD 120,000 - 130,000

Full time

14 days+

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Benefits offered by this job

Medical, Dental, and Vision Coverage

401k match

Paid Time Off

Accrued Sick Time

Disability & Life Insurance

Work from Home Stipend

Job summary

Sage Haus, LLC in San Francisco is looking for an Executive Personal Assistant & Household Operations Manager. The selected candidate will manage daily operations within a busy family environment, supporting both household and business activities. Strong organizational skills, discretion, and ability to multitask are essential.

This position offers a combination of remote work four days a week and one day on-site, with a competitive salary of $120k to $130k based on experience. Benefits include medical and dental coverage, a 401k match, and a work-from-home stipend.

Qualifications

Experience in project management, event planning, luxury hospitality, or estate management.
Ability to handle sensitive tasks with discretion.
Strong multitasking skills and attention to detail.

Responsibilities

Manage daily household and business operations.
Coordinate travel planning and personal appointments.
Handle research and problem-solving tasks independently.

Skills

Project management

Event planning

Strong verbal communication

Google Workspace proficiency

Problem-solving

Tools

Google Suite

ChatGPT

Claude

Zoom

Job description

Job Title: Executive Personal Assistant & Household Operations Manager

Location: San Francisco, CA 94118. Remote 4 days, on-site 1 day

Employment Type: 40 hours per week
Schedule: Monday-Friday, 8am - 5pm

Compensation: $120k-130k salary, depending on experience
Start Date: ASAP

Benefits:

Medical, Dental, and Vision Coverage
401k match
Paid Time Off
Accrued Sick Time
Disability & Life Insurance
Work from Home Stipend

Requirements:

Ability to maintain a smoke-free environment
Must be authorized to work in the United States
Experienced working with dogs and young children
Reliable transportation
Strong proficiency in Google Workspace, AI research tools, and learning new software

Tool/Systems:

ChatGPT/Claude
Egnyte
Amazon/Costco
Google Suite
Zoom
Docusign
Medical/Property Management portals
Outlook

About Our Family

This role supports a busy entrepreneur, mother, homeowner, and business owner. The household is highly organized, systems-driven, and operates through detailed project management. Success in this role comes from anticipating needs, following through consistently, and managing dozens of simultaneous priorities with minimal supervision. In addition to the Principal, there is a live-in housekeeper who manages cleaning and meal support, a toddler who keeps things lively, a new baby on the way, and a sweet hypoallergenic dog who rounds out the crew.

The principal is seeking an organized, self-starting Executive Personal Assistant & Household Operations Manager to manage the daily operations of her family and business development activities at work. While many tasks will center around the primary home, this role is remote 4 days a week with only 1 day on-site. Given the unique nature of this role, a reliable, proactive individual who can handle last‑minute, highly detailed tasks with judgment, discretion, and taste will be essential. The ideal candidate must be able to execute tasks independently, manage the household's vendors, and stay on top of ongoing requests with meticulous attention to detail and enthusiasm. The household is fast‑paced and dynamic, focused on maximizing family time and efficiency. This is an exciting, long‑term role that requires someone who can not only execute to a high standard, but also has quick thinking, discretion, and a willingness to dive into the details. The right candidate will become a trusted long‑term partner who increasingly takes ownership of household and family operations over time.

Who You Are / What We're Looking For

You are an energetic, self-starting individual who thrives in a flexible, fast‑paced environment. Your warm, personable, professional, and resourceful approach helps you tackle even the most challenging requests with creativity, sound judgment, and efficiency. Highly detail-oriented, adaptable, and an excellent multitasker, you have a knack for discerning underlying needs and making a vision come to life. You’re a master at reading between the lines and delivering what’s needed with speed, precision, and care. A background in project management, event planning, luxury hospitality, and/or estate management would be a great asset.

You have polished written and verbal communication skills and are comfortable being a positive, persistent advocate on behalf of the family — whether that is following up with a vendor, navigating a customer service issue, or coordinating a complex logistics chain. You take pride in problem‑solving, managing multiple projects simultaneously, and staying ahead of the game. With strong communication skills, you’re tech‑savvy and comfortable executing a wide range of tasks independently. Above all, you thrive in environments where a high standard of excellence is the norm.

Trust and discretion are essential, as you’ll be working closely with the principal and supporting her young children on tasks that require a level of sensitivity, emotional intelligence and logical thinking. You are energetic and driven, but you do not rattle easily. Direct, brief responses from your principal do not throw you off - they allow you to move faster and stay focused. While this role is primarily remote, on‑site availability is required 1 day a week, plus additional availability to coordinate with contractors or vendors as needed.

Qualities We’re Looking For

Exceptional Follow‑Through: You do not simply make calls or send emails—you ensure projects reach completion. You are comfortable following up multiple times, tracking details across dozens of active projects, and maintaining momentum until issues are fully resolved.
Excellent prioritization skills: Able to quickly distinguish between urgent, important, and low-priority tasks while managing competing demands.
Service Experience: Background in project management, event planning, luxury hospitality, estate management, or similar roles, with the ability to handle various and wide‑ranging responsibilities effectively.
Poise and Strong Communication Skills: You have polished written and verbal communication skills, handling tasks with grace and ensuring transparent, open communication with the principal and vendors.
Ability to Work Independently & Proactive Mindset: You are a self‑starter who takes initiative, manages tasks with minimal direction, and maintains a fast‑paced, consistent flow of communication with the principal. Practical, resourceful, and efficient are qualities people use in describing you.
Family‑Oriented & Emotionally Intelligent: Experience with supporting families with young children is required. You connect easily with others, understand emotional cues, and balance independent work with collaborative efforts to create a positive, supportive environment for a growing family.
Tech‑Savvy: Highly proficient in using digital tools and software such as photo editing, Google Calendar, Amazon, Skylight, Instacart, ChatGPT, Claude and all things Apple iOS for scheduling, communication, and managing household systems, ensuring efficiency and ease of coordination.

Key Responsibilities

Research & Problem Solving

Independently research complex topics and present recommendations
Compare vendors, services, products, medical providers, schools, contractors, and service professionals
Create a weekly, healthy, toddler‑friendly menu for the housekeeper/cook to prepare
Prepare concise summaries with recommendations rather than simply gathering information
Use AI tools such as ChatGPT and Claude to accelerate research while independently validating conclusions

Project Ownership

Exercise sound judgment and distinguish between issues that require escalation and those that can be independently resolved
Make thoughtful decisions, anticipate consequences, and exercise discretion when acting on behalf of the principal
Track projects from initiation through completion by maintaining detailed task management systems
Follow up persistently with vendors, contractors, medical offices, schools, and service providers
Escalate issues when necessary and drive projects to resolution
Ensure no task is lost, forgotten, or left unfinished

Administrative & Personal Assistant Support

Oversee travel planning, scheduling, and logistics
Manage personal and professional calendar and reminders
Schedule events and appointments (work meetings, birthday parties, doctors’ visits, etc.)
Receipt/budget tracking/reconcile credit card statements
Maintain files related to medical care and do first drafts of all physical forms

Estate‑Level Oversight

Serve as the primary coordinator for the San Francisco primary residence and the San Francisco rental property, working with the existing handyman on tenant issues
Conduct move‑in walkthroughs with new tenants
Ensure property readiness and maintain ongoing communication with relevant vendors

Household Management & Organization

Create and/or maintain household organization systems
Oversee housekeeping execution by existing household staff/schedule/weekly and monthly feedback of the housekeeper

Event Planning

In‑home catering planning and order
Book and oversee a private chef or housekeeper/cook
Order and place florals, place settings, and table decor
Design and order custom menus, placecards, and other paper goods

Vendor & Property Oversight

Coordinate maintenance and repairs for multiple properties
Manage vendors and contractors
Obtain bids and compare proposals
Coordinate tenant‑related matters
Conduct move‑in and move‑out walkthroughs
Maintain organized records for property‑related matters

Inventory & Errands

Manage running household supply lists
Manage household orders and subscriptions (Amazon/Costco/Target)
Oversee in‑person errands such as returns, dry cleaning, and/or gift shopping
Handle package pickup, mail sorting, and deliveries

Family Support & Child Assistance

Handle all child‑related research and errands (gear, shoes, products, appointments)
Occasionally provide short child‑care coverage
Research and coordinate logistics for the new baby as needed

Pet Care