House Manager / Personal Assistant

Schedule: Monday–Friday, 9:30 a.m. – 5:30 p.m., with flexibility for after-hours emergencies and occasional weekend coverage.

Compensation & Benefits: Annual salary (commensurate with experience) including 100% medical/dental/vision benefits and discretionary bonus potential.

Location: Coconut Grove, FL (Near Coral Gables, FL)
 

Overview
A high-net-worth family in Coconut Grove, Florida seeks an experienced, discreet, and exceptionally organized House Manager / Personal Assistant to oversee the daily operations of their primary residence and coordinate across multiple properties. The ideal candidate will possess a refined sense of service, strong leadership and communication skills, and the ability to anticipate needs and ensure the smooth, efficient running of all household and administrative functions.

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Key Responsibilities

Household Management & Facilities Oversight

• Work alongside the part-time property maintenance handyman (2–3x per week) to ensure all building systems and infrastructure (HVAC, electrical, plumbing, water, gas, AV, security, etc.) are functioning at the highest standards.

• Perform hands-on maintenance tasks when needed, such as using the leaf blower, installing lightbulbs, or overseeing small projects in the absence of the handyman.

• Conduct regular property inspections, proactively identifying and addressing issues.

• Check household systems and devices, including pool heaters, iPads, and other smart home technologies.

• Support renovation projects and small-scale improvements, coordinating logistics and serving as the on-site liaison between owners, vendors, and designers.

• Manage household budgets, invoices, purchase orders, and implement cost-effective solutions.

Administrative & Organizational Management

• Build out the existing Trello management system to create a comprehensive Household Manual ("Household Bible") covering systems, vendors, inventories, and protocols.

• Manage household and family calendars, coordinate appointments, repairs, deliveries, and travel logistics.

• Create and manage digital and physical inventories and purchase orders.

• Maintain organized filing systems for maintenance records, receipts, and warranties.

• Coordinate with the family office for budgeting and reporting.

Staff & Vendor Management

• Supervise and schedule domestic staff (housekeeper, nannies, pilots, chef, property maintenance, etc.), ensuring operational excellence and consistency.

• Foster a positive, respectful team environment that aligns with the principals’ expectations and household culture.

• Manage onboarding, performance reviews, and training for household staff.

• Serve as the main point of contact for all vendors, ensuring clear communication, accountability, and adherence to household standards.

Personal Assistant Responsibilities

• Manage the principals’ personal calendars, reservations, and correspondence.

• Coordinate travel arrangements, itineraries, packing/unpacking, and transportation logistics.

• Oversee personal purchases, online orders, returns, and inventory management.

• Handle bill payment, expense reporting, and credit card reconciliations.

• Run personal errands and assist with event planning and execution, including providing options for parties or gatherings.

• Serve as a liaison between the principals and other personal or professional contacts, ensuring timely communication and follow-up.

• Assist with children’s activities, including researching classes, sports coaches, and gymnastics programs appropriate to age and skill level.

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Qualifications & Ideal Candidate

• Minimum 5 years’ experience in a similar role within a HNW/UHNW household.

• Proficient with smart home systems and task/project management tools.

• Exceptional organizational, communication, and leadership skills.

• Bilingual (English/Spanish) preferred.

• Comfortable working around young children; hands-on, proactive, and detail-oriented.

• High discretion, integrity, and confidentiality.

• Valid driver’s license with a clean record; flexible availability for occasional evenings, weekends, and emergencies.

• Service-oriented, anticipatory, and calm under pressure, with a polished, approachable demeanor and a natural problem-solving mindset.

 

Relocation assistance is not provided and candidates needing to relocate will not be considered.
 

To Be Considered: Submit resume, a minimum of 1-3 letters of recommendation and a recent professional photo/headshot.