Location: San Jose, CA
Schedule: Full-time, onsite with occasional local travel

Overview

A busy executive and family are seeking a warm, dependable, highly organized Personal Executive Assistant / House Manager to help keep both business and household life running smoothly. This is a trusted hybrid role for someone who enjoys creating structure, supporting day-to-day operations, and being a steady, thoughtful point person across professional, personal, and home-related responsibilities.

The right candidate is proactive, kind, discreet, and capable of managing details without losing sight of the people behind them.

Responsibilities

Business and administrative support

·       Provide day-to-day administrative support, including scheduling, calendar coordination, correspondence, filing, document organization, and follow-up on important tasks.

·       Maintain accurate digital and physical records, confidential files, shared drives, and administrative systems.

·       Process receipts, invoices, reimbursement documentation, payroll-related forms, and employee records with strong attention to detail.

·       Support office operations through supply management, mail handling, meeting coordination, vendor communication, and general administrative assistance.

·       Help track onboarding paperwork, training records, compliance-related documents, and internal administrative workflows.

·       Coordinate maintenance requests, repairs, and communication with service providers for business-related operational needs.

Household support and management

·       Help oversee the daily flow of the household so routines, logistics, and priorities are managed smoothly and efficiently.

·       Assist with hiring, onboarding, training, and scheduling household staff, including nannies, housekeepers, and gardeners.

·       Coordinate trusted vendors and contractors for home maintenance, repairs, landscaping, and household projects.

·       Plan and organize family dinners, holiday celebrations, gatherings, and occasional special events.

·       Manage groceries, household inventory, basic procurement, personal shopping, mail, package deliveries, errands, gifts, and other family support needs.

·       Oversee household bill pay, budget tracking, expense logging, and credit card reconciliation.

·       Keep household records, calendars, service appointments, and recurring tasks organized and up to date.

·       Serve as a calm, reliable liaison among the principal, family members, household staff, and outside vendors.

Qualifications

·       1-3+ years of experience in executive support, family assistant, personal assistant, office management, or household operations.

·       Strong organizational skills, sound judgment, and the ability to manage multiple priorities with professionalism and care.

·       Excellent communication skills and a warm, service-oriented approach with staff, vendors, and family members.

·       Proficiency with Microsoft Office, Google Workspace, calendars, spreadsheets, and expense-tracking tools; QuickBooks experience is a plus.

·       High level of discretion and ability to handle confidential personal and business information appropriately.

·       Comfortable in a dynamic environment where no two days are exactly the same.

·       Valid driver’s license required; ability to handle local errands or site visits as needed.

Preferred traits

·       Calm under pressure and highly solution-oriented.

·       Service-minded without needing constant direction.

·       Strong standards for organization, flexibility, presentation, and follow-through.

·       Able to anticipate needs before they become urgent.

·       Trustworthy, discreet, and naturally protective of privacy.

Physical and practical requirements

·       Ability to sit for extended periods while handling computer-based and administrative work.

·       Ability to lift and carry light household or office items, supplies, or packages up to approximately 20 pounds.

·       Ability to move between office, residence, and local appointments or vendor sites as needed.

Compensation

Compensation is competitive and commensurate with experience, skill set, discretion, and scope of responsibilities. Bonus potential or additional benefits may be considered for a candidate with strong experience in both executive support and household management.