Personal Assistant

Mahler Private Staffing; San Francisco (CA); Hybrid; USD 150,000 - 200,000; Full time

Benefits offered by this job

Hybrid work model

Discretion guaranteed

Private family environment

Job summary

Mahler Private Staffing seeks a Personal Assistant for a private family in the San Francisco Bay Area. You will act as the trusted right hand, managing calendars, household staff, and high-priority logistics, ensuring the family can be fully present for important moments.

You will support round-the-clock coverage with a five-person team, coordinating travel, visas, insurance, and vendor relations, while maintaining strict discretion and privacy.

Qualifications

• 5+ years supporting UHNW principals or families as a PA, EA, or senior household coordinator.
• Excellent calendar, travel, and vendor management skills.
• Discretion, reliability, and proactive communication are essential.

Responsibilities

• Manage personal calendars, commitments, and household logistics.
• Oversee household staff, vendors, and service providers. Ensure timely updates and reporting.
• Coordinate travel, visas, insurance, and itineraries with contingency planning.
• Liaise with business EA team as needed and draft correspondence in principals' voice.

Job description

Private Family | San Francisco Bay Area | $150,000–$200,000

A private family in the San Francisco Bay Area is looking for a Personal Assistant to be their trusted right hand: the person who makes a busy household with two young children and a family dog run so smoothly that the principals can be fully present for the moments that matter.

THE MINDSET

This role calls for a 24/7 mindset. You anticipate what's coming, you're reachable when it counts, and you are flexible. You'll be part of a five-person team providing round-the-clock coverage across the principals' personal and business lives, which means you'll never be carrying it alone.

WHAT YOU'LL OWN

Household Management (~85%)

• You'll run the family's personal calendars and commitments, surfacing conflicts before anyone else notices them.
• You'll lead the housekeeping staff and be the single point of contact for everyone who works in the home.
• You'll own the daily household tracker, delivering a complete update to the principal every weekday by 6pm along with real-time texts as projects move. You'll manage the rhythm of recurring services, from pet care to chef drop-offs to dry cleaning, and keep every provider aligned with the family's travel.
• You'll set the standard for every vendor who walks through the door and make sure each job is finished properly before they leave. Home maintenance, repairs, and vehicle servicing will all run through you.
• You'll fly ahead of the family to set up before they land, then stay on-site to manage logistics in real time.
• You'll build itineraries with contingencies already mapped, and keep passports, visas, Global Entry, and insurance current so nothing ever holds up a departure.
• You'll keep living profiles for each family member and the dog: preferences, sizes, key dates, favorite vendors, vet and care schedules. Household stocking, weekly errands, returns, and shipments will be second nature.
• You'll help bring family celebrations to life and draft correspondence in the principals' voice.

Calendar Coordination (~15%)

• You'll work in Outlook alongside the business EA team to keep the principal's personal and business calendars in sync, so he never misses a family commitment.

WHO THRIVES HERE

• Always-on in mindset. Proactive, responsive, and invested. Nothing falls through the cracks on your watch, and you don't wait to be asked.
• Seasoned. Five or more years supporting UHNW principals or families as a PA, EA, or senior household coordinator.
• Type A, and proud of it. Meticulous, consistent, relentless about follow-through. Daily reporting happens because it's yours.
• Confident with vendors. You hold providers to a high standard and address shortfalls directly and professionally.
• Attuned to the home. You notice cleanliness and hygiene naturally and enforce protocols consistently, especially with new faces.
• At ease with young families and dogs.
• Outlook-fluent and collaborative. You work well alongside a business EA team rather than in isolation.
• Absolutely discreet.
• Local. Valid driver's license; strong Bay Area knowledge preferred.

WHAT'S OFFERED

• Salary: $150,000–$200,000, commensurate with experience
• Schedule: Monday through Friday, Hybrid with evening and weekend flexibility as part of the rotating coverage structure and for larger household projects