House Manager and Personal Family Assistant

Confidential Private Family Office; Florida; On-site; USD 135,000 - 155,000; Full time

Benefits offered by this job

Health, dental and vision insurance

Paid time off

Competitive base salary plus bonus

Job summary

Private Family in Palm Beach Gardens, FL is seeking a seasoned House Manager and Personal Assistant to own day-to-day household and property operations. The role emphasizes property upkeep, housekeeper oversight, vendor coordination, and inventory management with occasional family support.

The ideal candidate is self-motivated, energetic, and discreet, able to anticipate needs and maintain confidentiality in a private family home. Flexibility for evenings and weekends is expected.

Qualifications

• 5+ years as a House Manager, Personal Assistant or similar role in a private household.
• Experience managing household staff, vendors and service schedules.
• Track record of delivering five-star service and high standards.

Responsibilities

• Oversee day-to-day property operations, including maintenance scheduling and keeping a maintenance log.
• Supervise the housekeeper and handyman, set priorities, checklists and quality standards.
• Coordinate vendors and property services, ensuring safe, efficient operations.
• Maintain inventory of food, supplies and household items and manage budgeting documentation.
• Provide personal and administrative support, including calendar management and travel planning.

Skills

Organizational skills

Problem-solving

Written and verbal communication

Valid driver’s license

Tools

macOS

iOS

Microsoft Word

Excel

Outlook

Smart-home systems

AV and security support

Job description

House Manager and Personal Family Assistant

Private Family

Location

Palm Beach Gardens, FL (on-site at the family’s residence)

Reports to

The principals

Schedule

Full-time, Monday–Friday, with flexibility for occasional evenings and weekends

Travel

Not anticipated

Compensation

Competitive base salary ($135k-$155k) plus performance-based bonus

ABOUT THE ROLE

A private family seeks an experienced House Manager and Personal Assistant to take ownership of day-to-day household and property operations. The primary focus is property upkeep, housekeeper oversight, vendor coordination and household inventory, with family assistance and administrative support as needed.

The ideal candidate is self-motivated and physically energetic, with a genuine passion for supporting a family and property while taking pride in their work. They are naturally proactive, enjoy anticipating needs, and bring a willing, hands‑on attitude to their responsibilities. They learn household preferences and procedures quickly, apply instructions consistently and follow tasks through to completion. Recognizing that their workplace is a private family home, understand the importance of respecting personal space, maintaining confidentiality, adapting to the family’s routines and preferences, and contributing to a comfortable, positive household environment.

RESPONSIBILITIES

Property and Maintenance

• Oversee day-to-day property operations, including scheduling maintenance and repairs, while maintaining maintenance log.
• Conduct regular interior and exterior property walkthroughs to proactively anticipate the needs of the home and family, identify and communicating areas requiring attention or support from the housekeeper or handyman, and ensure all tasks and issues are followed through to completion.
• Supervise the residence while the family travels and prepare the home for their return.
• Coordinate with property managers at recreational properties ahead of family visits.
• Coordinate vehicle maintenance, repairs and detailing.

Housekeeper and Handyman Oversight

• Manage the housekeeper and handyman, including scheduling, cleaning priorities, checklists, quality standards, constructive feedback and coverage as needed.
• Adjusting tasks as needed to accommodate changing household needs and schedules
• Checking in regularly to confirm understanding of expectations, priorities, and assigned tasks
• Oversee and coordinate household vendors, managing their work on the property.
• Coordinate vendor appointments and daily routines to avoid conflicts and keep daily operations running smoothly.
• Prepare the property prior to vendor arrival by documenting work areas with photographs, implementing protective measures for furnishings, floors, and surrounding surfaces, and ensuring all areas are ready for work to begin safely and efficiently.
• Verify completed work and proper operation, and ensure areas are clean and restored before closing out each visit.

Safety

• Make safety part of daily household operations; identify hazards and promptly address or escalatte them.
• Follow and reinforce the Household Safety Procedures.

Household Operations

• Maintain food, beverage, toiletry and household-supply inventory, including in‑person shopping, stock rotation and anticipating replenishment needs.
• Use and maintain household manuals, checklists and service records; document new instructions so procedures are applied consistently.
• Review household invoices for accuracy, retain receipts, track spending against agreed budgets and coordinate approvals and payment with the family office.
• Assist with pet care, including supplies, vet appointments and overnight care as needed.

Personal and Administrative Support

• Manage calendars and appointments; research and arrange travel as needed.
• Anticipate birthdays and special occasions, assist with selecting and coordinating thoughtful gifts, provide timely reminders, and keep a record of gifts given.
• Assist with occasional event planning.
• Maintain an organized list of open tasks and projects, with concise updates on progress, deadlines and decisions needed.
• Monitor communications and respond promptly, including time‑sensitive requests outside normal working hours.
• Handle hands‑on household tasks and local errands alongside administrative work; no task is too small or unimportant.

WHAT WE’RE LOOKING FOR

Experience

• At least 5 years as a House Manager, Personal Assistant or in a comparable role supporting a private family; household and property operations experience is a priority.
• Experience managing household staff, vendors and competing service schedules.
• A track record of five‑star service and high standards.

Skills

• Grasps new information the first time it’s explained and applies it consistently; takes useful notes, learns from feedback and doesn’t need corrections repeated.
• Strong organization, research and problem‑solving skills; anticipates needs, proposes solutions and follows through independently.
• Clear, concise verbal and written communication.
• Proficient in macOS, iOS, Microsoft Word, Excel and Outlook; comfortable troubleshooting everyday technology and coordinating smart‑home, AV and security support.
• Valid driver’s license and a safe driving record; comfortable driving locally for errands and appointments.

Qualities

• Exceptional discretion, confidentiality, professionalism and integrity.
• Positive, composed and service‑oriented; adaptable to changing priorities and receptive to feedback.
• Works independently while collaborating well within a small team.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

The role is based at the family’s residence and includes occasional physical household tasks, such as:

• Standing, walking, using stairs, bending, kneeling and reaching.
• Lifting and carrying groceries, packages and household items up to 50 lbs, and moving supplies and small furnishings.
• Preparing and restoring vendor work areas and safely using step stools or ladders.
• Ability to work in an outdoor environment adjacent to open water and a swimming pool.Must possess strong swimming skillsand the physical ability to navigate open water or a pool in an emergency.
• This is a nicotine‑free, vape‑free, and smoke‑free workplace. Candidates must be non‑smokers to be considered for employment.

Safe handling practices, appropriate equipment and assistance should be used as needed. Essential job functions may be performed with or without reasonable accommodation; reasonable accommodations will be provided to qualified applicants and employees with disabilities as required by applicable law.

COMPENSATION AND BENEFITS

• Competitive base salary plus performance‑based bonus.
• Health, dental and vision insurance.
• Paid time off.

The successful candidate must pass a post‑offer background check and sign a confidentiality agreement.

The family is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status or any other legally protected status.