House Manager & Personal Assistant

Job Title: House Manager & Personal Assistant

Location: Miami Shores, FL 33138

Employment Type: Part-Time | 32 hours per week

Schedule: Monday–Thursday, 9:00 AM–5:00 PM; remote administrative work on Wednesdays.

Compensation: $40–45 per hour, commensurate with experience

Start Date: ASAP

Requirements

• Minimum of 3–5 years of professional house manager, executive assistant, or personal assistant experience in a private household setting
• Must be authorized to work in the United States
• Maintain a smoke-free environment
• Reliable transportation required; mileage reimbursement provided for work-related travel
• Must reside within approximately 30 minutes of Miami Shores
• Strong communication skills
• Comfortable with technology and open to learning AI and automation tools
• Comfortable working in a home with three dogs

About Our Family

We're a warm, welcoming family of five in Miami Shores searching for an exceptional House Manager & Personal Assistant who thrives on creating order, anticipating needs, and making busy households feel effortlessly calm. Our home is filled with activity, including three wonderful children (with two teenagers still at home) and three friendly dogs who are very much part of the family. With one parent ready to step back from day-to-day logistics to focus on other personal and professional pursuits, and another with a demanding career that requires time in the office and occasional travel, dependable support at home is invaluable.

We already have a few wonderful vendors in place (a weekly housekeeper, landscapers, pool service, and pest control), and we're excited to bring in a trusted House Manager & Personal Assistant to be the steady “hub” that keeps everything connected and running smoothly. We're looking for someone who's naturally proactive—someone who notices what needs attention, communicates clearly, and takes ownership within agreed guidelines. Ultimately, we want to hand off the day-to-day with confidence and feel the genuine ease that comes from having the right person supporting our home.

Most importantly, we're looking for someone who brings a calm, peaceful presence and takes genuine pride in creating ease for others. We hope to find a long-term partner who will truly own this role, allowing our family to spend less time managing logistics and more time enjoying life together.

Who You Are / What We're Looking For

You're a seasoned House Manager, Executive Assistant, or Personal Assistant with 3–5+ years of experience supporting private households. You've learned that exceptional home management isn't about checking boxes—it's about creating systems, anticipating needs, and making life noticeably easier for the families you support.

You're someone who naturally takes ownership. You don't wait to be told what needs attention; you notice, prioritize, communicate, and follow through. You enjoy building efficient systems that last, keeping multiple moving pieces organized, and creating the kind of behind-the-scenes structure that allows a household to run seamlessly.

You're professional, polished, and highly organized, while remaining warm, approachable, and easygoing. You know how to become a trusted extension of a family without overstepping boundaries. You're discreet, trustworthy, and understand the importance of handling confidential information with the highest level of professionalism.

You're confident, adaptable rather than rigid, and calm under pressure. You can read a room, match a family's energy, and know when to step in, when to step back, and when to simply take care of something before anyone needs to ask.

You're also comfortable with technology and excited to embrace tools—including AI—that help you work smarter and more efficiently. Whether you're managing vendors, organizing household operations, overseeing projects, coordinating schedules, handling administrative responsibilities, or streamlining communication, you enjoy being the person who keeps everything connected.

Above all, you're looking for a long-term opportunity where you can truly own the role, become the trusted hub of the household, and bring a genuine sense of calm, organization, and ease to a wonderful family.

Key Responsibilities

Household Organization & Maintenance

• Create, implement, and maintain household organization systems
• Perform daily resets and prepare the home for the weekly cleaning team
• Light tidying of high-traffic areas including dishes, surfaces, and floors as needed
• Coordinate donation drop-offs and decluttering projects
• Oversee seasonal decor coordination, including the annual holiday setup
• Prepare the home and pool house for guests and events

Administrative & Personal Assistant Support

• Manage a dedicated household phone and email account for all home-related communications
• Maintain the family's household calendar and vendor schedules
• Oversee bill management
• Coordinate travel planning and logistics
• Event coordination
• Appointment scheduling and follow-up

Inventory & Errands

• Manage all household supply lists and restocking (pantry, fridge, household essentials)
• Place and manage recurring household orders via Instacart, Amazon, Costco, and Target
• Handle returns, mail, packages, and box breakdown
• Gift shopping and miscellaneous household errands as needed

Meal Support

• Collaborate with the family on weekly meal planning
• Manage grocery ordering and coordinate delivery or pickup
• Put away groceries and maintain an organized, functional kitchen

Laundry & Linens

• Fold and put away towels and linens
• Maintain tidy, well-stocked laundry areas

Pet Care

• Serve as the primary point of contact for the in-home groomer
• Manage vet and grooming scheduling
• Order pet medications and supplies; manage pet insurance documentation
• Assist with feeding and walking as needed
• Provide dog sitting when the family travels

Vehicle Upkeep

• Schedule and coordinate maintenance for family vehicles
• Handle fueling, cleaning, and organizing of family vehicles as needed
• Track vehicle registration and insurance renewals

Vendor & Property Oversight

• Serve as the primary point of contact for all household vendors (cleaners, landscapers, pool service, pest control, contractors, etc.)
• Research, coordinate, and manage quotes for repairs and special projects
• Oversee seasonal property maintenance and manage outdoor spaces including the pool house

Deep Cleaning & Special Projects

• Periodic deep cleaning tasks including fridge, oven, and baseboards
• Refresh mudroom and entry areas
• Maintain and restock air purifiers and humidifiers
• Lead larger organizational projects such as closet, pantry, and storage areas

How to Apply

Please submit a short intro letter telling us about your background and why this role is a great fit, an updated resume, and three professional references with current contact information. Please note that this role requires a background check.

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