House Manager & Family Assistant (with Administrative Support)

Job description

Job Title: House Manager & Family Assistant (with Administrative Support) Location: New York, NY 10014 Employment Type: Part-time (25 hours/week, with occasional overtime) Schedule : 3 fixed 5-hour mornings or afternoons each week (Monday-Friday), with flexible hours outside of that. Support and communication outside of typical business hours is required. Compensation: $35-40/hour, based on experience + monthly healthcare stipend + discretionary year-end bonus Start Date: ASAP Requirements: Maintain a smoke-free environment Reliable transportation Legally authorized to work in the US (all payment will be W-2 wages) Fluent in written and spoken English Comfortable with technology (household apps, email, text messages, etc.) About Our Family: We are a busy, professional family with two children and two pets, and our home is full of energy and activity. Both parents work full-time, and while we have great support at home, we’re looking for someone who can help keep everything running smoothly. We value clear communication and trust, and we want to stay in the loop with what’s being managed. Our ideal candidate will be positive, proactive, meticulously organized, highly detail-oriented and flexible; someone who can take ownership of tasks both big and small, while helping us stay on top of things and making our busy household feel manageable. You’ll work alongside us to ensure everything from household operations and logistics to family administrative tasks is organized, efficient, and running without a hitch. Who You Are / What We’re Looking For: We’re looking for someone who brings energy, flexibility, and a positive, proactive attitude to everything they do. You thrive in a dynamic environment, managing multiple tasks and priorities with ease, always thinking ahead like a project manager. You take full ownership of your work and make sure to follow through on everything, ensuring that no detail is ever overlooked. You understand the importance of keeping the family informed and are great at providing regular check-ins to update us on what’s going on, always with a solutions-oriented mindset. Like a gentle nudge, you proactively share important information and updates, anticipating needs and offering insights before we even have to ask. You’re tech-savvy, comfortable managing remote communication, and always ready to find solutions that make things easier for the family, from coordinating schedules to troubleshooting any issues that come up. Communication is key for you, and you know how to keep things flowing smoothly by being open, honest, and transparent. You’re a team player who works well with others, including household staff and vendors, and you’re open to receiving and adapting to regular feedback. Above all, you maintain a resilient, positive, no-task-is-too-big-or-small-type attitude, bringing a sense of calm and reliability that helps us all feel supported and confident that everything is under control. Key Responsibilities: Household Management & Organization Maintain household organization systems (closets, storage, pantry, supplies) Supervise and coordinate with service providers/vendors (e.g., handymen, cleaners, landscapers, internet providers, etc) Conduct seasonal swaps/moves (clothing, décor, bedding, etc.) Coordinating storage space dropoff/pickups and carefully pack, label, and organize items Prepare for family events, holidays and hosting Prepare and coordinate donation drop offs and pick ups Support packing/unpacking for travel or seasonal transitions Administrative & Personal Assistant Support Manage family calendars (including making appointments) and reminders Comfort making calls and sending emails on behalf of family to coordinate as-needed administrative tasks Managing family forms/paperwork, including: Getting forms from doctor for school, camp, and other activities Submitting insurance reimbursement paperwork Assist with payroll and onboarding paperwork for household employees Assist with coordination of events, appointments, and guest prep Handle basic budgeting and receipt tracking for household expenditures and expenses incurred as House Manager; shared transparently with family Help with travel planning, scheduling, and logistics Inventory Management & Errands Track and restock pantry, fridge, toiletries, household supplies (including on behalf of other household staff) Create and manage running household supply lists Coordinate and manage household orders (Amazon, FreshDirect,etc.) Run errands: grocery shopping, pharmacy, dry cleaning, gift shopping Handle all returns and associated paperwork Handle package and mail unpacking and sorting, and deliveries Vendor & Property Oversight Schedule and supervise service providers (specialized cleaners, contractors, repairpeople, landscapers, internet, security system, carpet cleaning) Research and coordinate repairs, maintenance, and quotes Serve as primary contact for vendors and provide on-site supervision Manage routine upkeep across the home (ie change lightbulbs and batteries) Ensure that humidifiers, washing machines, and air purifiers are cleaned as needed Coordinate and schedule outdoor seasonal maintenance needs Special Projects Organize special projects: rotating toy storage, seasonal decorations, gear rotation Arranging flowers (weekly delivery) Seasonal and holiday decorating and undecorating, including meticulous packing/unpacking of decorations/seasonal items Occasional family projects (ex: creating visual schedule for kids, printing photos, stocking up on Halloween candy, etc) Maintain and refresh organization in specific high-traffic zones (entryway, garage) Pet Care Schedule and coordinate vet and transportation Keep pet supplies (including multiple medications) stocked and organized Vehicle Management Schedule and oversee maintenance, oil changes, and inspections Ensure vehicles are fueled, cleaned, and organized Track registration, insurance, and service schedules How to Apply: Please submit a short introduction letter, your updated resume, and at least three professional references with contact information. This role requires a background check and signing an NDA.