Job Description

A private family, based in Scottsdale, Arizona, is seeking experienced Estate Manager with strong project management experience to provide general management and oversight of the family’s primary residence, other properties and small staff. The Estate Manager will be responsible for the management of all household operations, administration, staffing, service, financial oversight, policy implementation, and security. This role requires superb organizational and interpersonal skills to manage relationships across a wide range of vendors, staff, office personnel, and family members. The ability to navigate responsibilities with a high sense of professionalism, intelligence, maturity, sensitivity, and discretion is paramount. The Estate Manager may travel between residences throughout the US, though primarily in the west.

The Estate Manager will work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion and tight deadlines. They will remain flexible and proficient among different work streams, including, but not limited to, corporate, personal, and philanthropic responsibilities. PLEASE, NO PHONE CALLS.

WHAT YOU WILL DO:

The Estate Manager, in tandem with support staff, will:

• Act as a project manager for the Principals including working on a variety of initiatives with

  the key responsibilities of management and maintenance of the primary residence as well

  as oversight of other properties

• Collaborate closely with team members to successfully execute on cross-functional

  projects

• Carry out a mix of duties to support the optimal operations of the family office that includes

  helping the Principals oversee the daily operations of shared support functions such as talent management/HR, financial reporting, legal, IT Property Management, etc.

• As some of these support functions are outsourced to a larger partner family office, the Estate Manager will act as a point of connectivity and work in close collaboration with our partner(s)

• Assess and improve current processes and coordinate organizational procedures to ensure the family office services are provided in an efficient and high-quality manner

• Attend meetings with the Principals and synthesize complex discussions including taking notes, identifying key takeaways, and following-up on actionable items

• Partner with Personal/Executive Assistant to coordinate key administrative tasks for the Principals including calendar management and planning and coordinating meetings and events

• Create, maintain, and update household manuals, policies, and maintenance schedules

• Ensure consistent application of policies and service across multiple residences

• Hire, vet and manage a small staff to include Personal/Executive Assistant, Household Staff, Pilots, and vintage auto staff

• HR activities including hiring and termination of employees, onboarding, payroll/timesheets, tracking vacation & sick time, quarterly/annual reviews, pay rates, and payroll – all to be managed in conjunction with the Principals

• Source vendors, maintain vendor relationships and scheduling

• Bid review and contract negotiation

• Accounting/budget/bill pay

• Asset inventory and insurance maintenance from art to aircraft

• System updates, troubleshooting and installations (SmartHome, security, and technology systems)

• Special projects (renovations, private events, etc.)

• Report creation and record maintenance

• Lead all major and general repairs and maintenance for both home and vehicles

• Manage household projects to include interior & exterior renovations and landscaping

• Manage security team

• Lead all events and hosting from small dinner parties to annual parties, all holiday

  celebrations, family special occasions

• Maintain visual upkeep of residence, contents and vehicles

• Oversee contracted Property Managers for a variety of properties

• Partner with Principals on new residence purchasing, building, and furnishing; work with architects, interior designers and landscape designers

• Redecorate new and existing properties with various designers depending on project.

• Co-manage vendors on large projects

• Travel with the family as needed – estimated at 10%

• Support Executive Assistant with all packing for family travel – housekeepers & auxiliary support

QUALIFICATIONS REQUIRED FOR YOUR SUCCESS:

• The ideal candidate must be down-to-earth, pleasant, efficient, organized, service-oriented and a self-starter who enjoys working in a team environment that is mission driven, results driven, and community oriented.
• They must exercise critical thinking and good judgment in a variety of situations, learn fast and apply excellent project management skills.
• They must be willing to “do” in addition to delegating.
• The chosen candidate will have a strong track record and understanding of managing the affairs for a private family. They will possess the ability to intelligently (re)assess policies and structures to meet the changing needs of the family and environment as required.

REQUIRED SKILLS:

• 10+ years of experience in a similar role managing complex operations for private individuals or families

• Ability to manage deadlines, set accountability and high expectations for team members and create a high functioning, collaborative work environment

• Technically savvy with the ability to hands-on troubleshoot systems such as SmartHome

• Project management with the ability to read blue prints/floor plans

• Microsoft Office Suite including strong Excel skills with the ability to efficiently create as-needed reports

• Driver’s license, passport, and legal authorization to work in the US

• Ability to pass an extensive background check, employment verification, and other pre- hire paperwork

• Bachelor’s degree

• Willing to travel 10-20%

PREFERRED SKILLS:

• Construction management experience Characteristics required to support your success:

• Pragmatic team player who is not confined by a job description and is willing step in to assist where needed

• Possesses a grounded and entrepreneurial mindset, with heart of service, impeccable morals and work ethic

• Proactive in your approach with an innate sense of urgency

• A self-starter who proactively anticipates needs and takes ownership in finding applicable solutions

• Excellent problem-solver with a high sense of urgency and follow through

• Practical, congenial, positive, trustworthy, honest and even disposition

• Highly organized, accountable, reliable and attentive to detail

• Able to both roll-up-sleeves, delegate, and manage deadlines for self and others

• Ability to understand the nuances of the job and to react nimbly to rapidly changing

  circumstances; highly flexible

Company Description

The Assistant Company is a Las Vegas employment agency that staffs nationwide.