Full-Time Estate Manager/Executive Assistant in Brentwood
An entertainment couple in Brentwood is in need of a House Manager/Executive Assistant to help manage and run their busy lives. Ideally, you have the ability to anticipate potential problems and be proactive and can take the initiative to solve problems and/or come up with solutions before reporting and presenting to the principal. You will oversee and work with another assistant.
Must be experienced working in a fast-paced environment and be able to manage different situations, people, etc. Be able to work well with others and mediate staff conflict and handle questions, comments, and concerns.
HOUSE MANAGEMENT DUTIES:
Staff management (1 additional assistant, 3 housekeepers, 1 maintenance person, regular landscaping crew) including scheduling and adjusting staffing as necessary
Liaise between and manage housekeepers, maintenance person, vendors, and contractors
Overseeing maintenance and upkeep of the interior and exterior of all properties including regular walk-throughs of properties to gather maintenance needs intel
Schedule and oversee maintenance of all household appliances and machines, coordinate with staff maintenance person or schedule contractor
Coordinate contractor repairs and oversee projects to ensure repairs are completed satisfactorily as well as build and develop those relationships for long-term business partnerships
Keep and maintain ongoing lists of repairs, projects, and check frequently
Manage the residence to ensure it is operating efficiently and safely
Maintain electronic and physical file system; MUST be able to use Dropbox
Maintain and update inventory system to keep the home stocked with household supplies (food, supplies, toiletries, etc)
Prepare petty cash and reconcile all disbursements on a monthly basis internally and with/for CPAs
Able to be mobile between three properties (2x Brentwood homes and 1 Malibu home) as well as remotely manage one New York apartment
EXECUTIVE ASSISTANT DUTIES:
MUST BE TECH SAVVY
Able to troubleshoot Apple devices to include: iPhone, iPad, MacBook, Apple TV, and basic misc electronic troubleshooting
DEMONSTRATED PROFICIENCY in Microsoft Office and Apple Productivity Suite
Final Draft knowledge a HUGE PLUS
Coordinate with CPAs and insurance representatives for annual insurance verification
Coordinate medical appointments, medical files, and most importantly manage prescriptions (comfortable working with doctors, doctor’s offices, pharmacies, pharmacists, benefits administrators via phone, coordinating on-time prescriptions)
Ability to review contracts, documents, and forms
Have or be able to learn the complexities of money and credit card accounts for the purpose of fielding questions from CPAs
Create, manage, track, coordinate, and distribute bonuses and gifts to family, friends, contractors, and staff
Manage all travel arrangements including flight, hotel, and ground transportation; liaise with travel agent for reservations
Manage official personal documents like birth records, driver licenses, passports, and other documents as required including renewal, applications, appointments
Answer and manage phone calls on multiple lines including connecting conference calls
Be able to set up and manage Zoom video calls
Manage mail and packages deliveries as well as process and track all purchases and returns
Meticulous and detailed calendar management (MUST be able to use Apple iCal)
Manage and coordinate holidays and special events
Be available on-call for emergencies, urgent matters after-hours, weekends, and holidays
Salary DOE + Health insurance