Executive Personal Assistant/House Manager job (M/F) in Palo Alto, California, US

Executive & Personal Assistant Functions

• Serve as the principal’s primary point of support across all personal and executive matters.
• Capture verbal instructions and real-time directives, translate them into clear action plans, and manage execution independently.
• Anticipate future needs, identify potential challenges, and resolve issues proactively before they arise.
• Manage scheduling, appointments, and travel logistics in close coordination with the principal’s professional scheduler.
• Maintain complete oversight of calendars, priorities, household requirements, and external commitments.
• Handle personal errands, correspondence, shopping, and bespoke requests with efficiency and discretion.
• Act as the central communication bridge between the principal and household staff, ensuring clarity and accountability.
• Maintain strict confidentiality; a California-compliant NDA will be required.

Household & Estate Coordination

(Supporting the PA Function)

• Ensure household operations align seamlessly with the principal’s lifestyle and professional demands.
• Coordinate with a long-standing domestic team, including a private chef, domestic couple, and part-time housekeeper.
• Translate verbal priorities into clear, actionable instructions for staff and external vendors.
• Oversee vendors, maintenance schedules, and preventative care with minimal disruption.
• Ensure the residence remains guest-ready and hospitality standards are consistently upheld.
• Coordinate staffing and logistics for household events as needed.
• Oversee household payroll administration.

Events & Lifestyle Support

• Coordinate logistics for regular small gatherings and occasional larger events (20–30 guests).
• Work closely with the household chef on menu planning, sourcing, and dietary preferences.
• Ensure family members and visiting guests receive thoughtful, discreet, and well-executed hospitality.

Working Style & Expectations

• Full-time position, Monday through Friday (approximately 40 hours per week).
• No standard weekend work; limited flexibility may be required on occasion.
• The principal works from home frequently and expects a highly present, proactive PA who operates independently and anticipates needs without reminders.