PRIVATE HOUSEHOLD STAFFING PLAN

Roles, Titles, Job Descriptions & Compensation

Alternate titles:  Personal Assistant & Property Manager

Reports to:  Principal

Manages:  On-site staff across properties (including the Executive Housekeeper and Part-Time Housekeeper); outside vendors and contractors

Employment type:  Full-time, exempt, salaried. Non-live-in. Regular travel between properties; Ability to work remote; After hours availability as needed by principal.

Position Summary

The Personal Operations Manager oversees the day-to-day operation of the Principal's properties — approximately 6–8, including residences, the equestrian property, and active spec home development/construction projects — and the on-site teams at each. Sitting above the individual property/house staff, the Manager sets standards, supervises staff, coordinates vendors and contractors, and keeps each property running smoothly whether the Principal is present or away. In addition to property oversight, the Manager acts as an assistant to the Principal on personal tasks and planning, including calendar and travel, and serves as a discreet, limited liaison to the administrative family office and outside advisors on a need-to-know basis.

Key Responsibilities

Assistant & Planning Support

• Maintain the Principal's personal calendar; coordinate appointments, reservations, and commitments, and resolve scheduling conflicts proactively.
• Coordinate personal and family travel — flights (including private/fractional aviation coordination), ground transport, lodging, itineraries, and trip documents.
• Prepare properties and family for departures and arrivals, including coordinating packed bins and shipments ahead of travel.
• Handle assorted personal tasks, errands, correspondence, and planning with discretion.

Property & Team Oversight

• Oversee day-to-day operations, maintenance, and readiness across the Principal's ~6–8 properties (residences, equestrian property, and spec home project sites), ensuring each functions to standard whether the Principal is present or away.
• Supervise on-site staff at each property — setting standards, scheduling, and coordinating the teams that run each location day to day.
• Coordinate seasonal opening/closing and readiness of each property ahead of the Principal's travel between locations.
• Build and manage preventative-maintenance calendars across building systems, grounds, pool, and specialty equipment.
• Source, vet, schedule, and supervise vendors and service providers across all properties; review scopes, obtain competitive bids, and approve work against budget.

Development & Renovation Coordination

• On active development, construction, and renovation projects, coordinate and monitor the outside professionals doing the work — general contractors, project managers, architects, and designers — tracking timelines, budgets, and progress on the Principal's behalf.
• Review invoices and change orders against contracts; coordinate site access, deliveries, and inspections; surface risks and decisions requiring the Principal's input.

Note: this role coordinates and oversees development rather than running it hands-on. Ground-up projects are executed by the GCs and project managers under the Director's coordination.

People & HR

• Recruit, interview, onboard, schedule, supervise, and — when necessary — offboard household staff.
• Maintain household HR administration: employment paperwork, payroll coordination, PTO tracking, household manuals, standards, and procedures.
• Set expectations and standards for the housekeeping team and conduct informal reviews and coaching.

Financial & Third-Party Liaison

• Manage household budgets, track expenses, review and code invoices, and maintain accurate records.
• Interface with the administrative family office and other third parties (advisors, service providers, associations) on a limited, need-to-know basis, protecting the Principal's privacy at all times.
• Maintain vendor, warranty, insurance, and property documentation in an organized, retrievable system.

Qualifications

• 6+ years as an estate/property manager, household manager, or equivalent overseeing multiple properties and their staff for a UHNW principal or family office.
• Proven experience supervising and coordinating on-site teams across more than one property, plus vendor and contractor management.
• Comfort supporting a principal directly with calendar, travel, and planning; strong organization and follow-through.
• Solid financial literacy: budgets, invoices, and vendor contracts; fluent with spreadsheets, calendar/travel tools, and Mac/iPhone/Microsoft Office.
• Exposure to renovation or construction projects and the ability to coordinate outside GCs and project managers is a strong plus.
• Discretion and sound judgment; valid driver's license, clean record, and ability to pass background and reference checks.
• Willingness to travel regularly between properties and to be reachable outside standard hours when needed.

Compensation

$180,000–$225,000 base salary, commensurate with experience and the number and complexity of properties and teams overseen, plus a comprehensive benefits package and a discretionary annual bonus (typically 10–20%).