Executive Estate Manager

Job description

Job Title: Executive Estate Manager Location: Bee Cave, TX 78738 Employment Type: Full-Time | 40 hours per week Schedule: Monday through Friday, Flexibility required but typically 8:00 AM to 4:00 PM (or 9:00 AM to 5:00 PM). Occasional evening or weekend support expected approximately once per month. Compensation: starting at $120,000 per year (W-2), depending on experience | Benefits package to be discussed Start Date: ASAP Requirements Minimum 3 to 5 years of experience in a private estate, luxury household, executive household management, or high-level household support role Maintain a smoke-free environment Must be authorized to work in the United States Reliable personal vehicle and valid driver's license required; mileage reimbursement provided Must be willing to sign a Non-Disclosure Agreement (NDA) Pet-friendly and comfortable working alongside a small dog Child-friendly and professional in the presence of school-age children Highly trustworthy, discreet, and comfortable working in a private family environment Strong organizational skills with the ability to create and maintain household systems independently Comfortable managing both hands-on household tasks and higher-level coordination work Strong follow-through and proactive mindset (does not wait for direction on routine household needs) Tech-comfortable with calendars, shared notes, and task management tools About Our Family We are an active, high-functioning family based just outside of Austin, with a lifestyle that moves fast and a home that should feel effortless. Our household includes two kids in their early-to-mid elementary years, a beloved senior Pomeranian, and two parents with demanding schedules — one of whom travels frequently and one who manages an extensive social and professional calendar from home. We already have wonderful support in place: a housekeeper who handles laundry and general tidiness on weekday afternoons and a meal prep chef who drops off prepared dinners weekly. What we are missing is the person who ties it all together and keeps it all moving. We want our home to run like a hotel — consistently stocked, proactively managed, and guest-ready at any moment. The ideal candidate notices what needs attention before being asked, builds systems that prevent issues from recurring, and ensures the home remains calm, organized, and functional at all times. This is a long-term opportunity with real room to grow, particularly as we move into a multi-year new construction project and expand our household operations and entertaining. Who You Are / What We're Looking For You are a seasoned household or estate operations professional who takes pride in creating order, structure, and calm within a busy home. You are proactive, grounded, and highly discreet. You understand that working in a private home requires consistency, emotional maturity, and respect for privacy without exception. You naturally notice what others overlook — supplies running low, a vendor task left incomplete, a system that could be improved — and you take action without needing direction. You think in systems, not tasks, and you are equally comfortable maintaining those systems day-to-day. You are not looking to be a friend or a passive assistant — you are looking to be indispensable. You bring a steady presence, solve problems early, and help the household run smoothly and predictably. You are willing to be hands-on while also managing higher-level coordination, vendors, and planning. Above all, you make the home feel easier to live in. Key Responsibilities Household Operations & Daily Home Management Ensure the home runs smoothly day to day and feels consistently organized and guest-ready Proactively identify and resolve household needs before they become issues Create, maintain, and improve household systems and routines Perform daily resets and ensure order across common areas Maintain checklists for recurring household tasks and seasonal needs Identify gaps in home operations and implement practical solutions Vendor & Property Oversight Serve as primary point of contact for home service providers (HVAC, landscaping, plumbing, electrical, pool, etc.) Schedule, coordinate, and oversee vendor visits, repairs, and maintenance Track work completion and follow up until issues are fully resolved Maintain a home maintenance calendar and service history logs Develop a household systems manual for recurring maintenance and vendor information Conduct routine walk-throughs to ensure home readiness and identify issues early Organization & Systems Management Create and maintain systems for closets, pantry, laundry, storage, kids’ items, and household supplies Maintain inventory of household essentials and restock proactively Label, organize, and maintain key household zones Build simple, repeatable systems that can be followed by others in the home Maintain household documentation including warranties, receipts, manuals, and service records Errands & Household Logistics Manage grocery runs, returns, dry cleaning, pharmacy pickups, and household supply purchases Handle mail, packages, donations, gift shopping, and household returns Coordinate household vehicles including service, fueling, cleaning, and registration tracking Support travel and event preparation logistics Laundry, Light Tidying & Home Reset Support laundry flow, dry cleaning coordination, and clothing organization Perform light tidying and room resets as needed Ensure household spaces remain organized and functional Support seasonal organization and storage rotation (clothing, bedding, décor) Events & Hospitality Coordination Assist with planning and execution of small events, gatherings, and guest visits Manage logistics including setup, vendor coordination, and home preparation Ensure guest areas are consistently stocked and ready Provide pre-event support and post-event reset Family & Child Support (Light, Flexible) Provide light logistical support for children’s schedules and activities as needed Organize children’s items, school materials, and activity gear Assist with household transitions related to school, travel, and routines Childcare is not primary, but flexibility around children is required Pet Support Ensure pet needs are consistently met (food, supplies, scheduling) Provide light care including companionship and occasional walks Coordinate grooming and veterinary appointments as needed Administrative Support Track household tasks, priorities, and follow-ups Maintain shared calendars, lists, and household systems Communicate clearly and proactively about ongoing and completed tasks Support increasing calendar and scheduling coordination over time How to Apply Please submit a short intro letter, an updated resume, and 3 professional references with contact information. 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