Estate Administrative Assistant – Beverly Hills & Malibu residences

Schedule: Monday – Friday, 9am-5pm with flex for weekends or later evenings

Compensation: Starting at $85k++ DOE, plus excellent benefits: paid vacation, holidays, sick days + 100% health insurance coverage for employee & family, and 401k!

A HNW principal with multiple residences in both Beverly Hills and Malibu is seeking an Estate Admin Assistant to work alongside of the Estate Manager. The ideal candidate has a few years of experience working as a House Manager for a smaller property or as a Junior Estate Manager, and understands the flow and functions of working in a family office. This person will be comfortable with and fully capable of taking the lead on occasion/as needed. The main responsibility of this position is to provide assistance to the Estate Manager who has complete oversight of the Principal’s residences on the Properties, including management of house staff in accordance with policies and procedures, and responsibility for the buildings, fixtures, and furnishings on the Properties.

Essential Functions and Responsibilities:

  • Work closely with House Manager to facilitate planning, logistics and execution of day-to-day operations
  • Assume the role of House Manager when the House Manager is absent (e.g., on vacation)
  • Assist with guests and their staff
  • Maintain and update internal team lists (e.g., seasonal and preventative maintenance lists), SOPs, and organizational charts
  • Assist with team communications, updates, coordination, and scheduling
  • Attend house meetings as needed to stay informed of current projects, timelines, and scheduling conflicts that may arise
  • Act as a liaison with internal teams and external contacts to represent the Principal’s best interests in a professional manner while providing oversight as needed
  • Coordinate and manage subcontractor and vendor site visits with Security, Facilities, and Landscape teams to ensure smooth operations
  • Collaborate with the House Manager to coordinate all formal and informal events and gatherings (e.g., guest lunches or dinners). Assist with related logistics, including rentals, purchases and errand running, as needed
  • Build relationships and be the liaison between contractors’ and vendors’ office managers
  • Work with vendors to track payments, obtain COIs, NDAs, PSAs, vendor set up and budget parameters
  • Assist with and oversee accuracy and timeliness of house staff expense reports and time sheets
  • Assist with onboarding new hires
  • Review and cross check purchases, receipts and calculations for any work done on properties
  • Maintain and update house inventory lists
  • Purchase and restock groceries and amenities for the Properties
  • Work with the House Manager to coordinate and track approvals/keys from Distribution Studios, technical deliveries, Betty Box approvals and Universal projectionist needs
  • Work closely with House Manager and Director of Residences to implement and streamline policies and procedures
  • Maintain client confidentiality
  • Assist with special projects and other duties as assigned

Expected Work Habits:

  • Be prompt and on time to all meetings, scheduled work and all timelines established by the House Manager
  • Organized, efficient, punctual, reliable, pro-active, self-starter
  • Personable and able to work with various individuals effectively
  • Flexibility, integrity and creative problem-solving skills
  • Must have a positive approach to problems and situations that may arise

Physical Demands and Requirements: 

  • Able for full-time active work in and around the Properties
  • Able to use standard computer, telephone and related equipment for communication and recordkeeping
  • Able to provide 24/7 on-call availability for the House Manager and any urgent requests from the Family Office
  • Able to travel between the Properties and for local errands without personal assistance
    Compliance with the COVID-19 Vaccination Policy
Minimum Qualifications: Experience, Skills, and Certifications:
  • Proven experience working with a private family office
  • Bachelor’s degree, preferably in business
  • Working knowledge of accounting
  • Strong Excel skills and experience with Google Suites (e.g., Google Docs, Google
    Calendar, and Google Sheets), Bill.com, Expensify, and Sage Intacct
  • Organizational skills
  • Positive interpersonal and relationship building skills and strong verbal and written
    communication skills
  • Possess valid unrestricted driver’s license, adequate vehicle insurance coverage, and
    vehicle for use in performing job duties and local travel

To apply for this job email your details to lori@thegrapevinela.com