Executive Assistant & Household Operations Manager

Job Summary

This full-time W-2 position (~40 hrs/wk) reports directly to the Business Principal to manage domestic operations and family logistics for a Portola Valley household (75%), while providing lightweight executive support for a premier local design-build firm (25%). Dedicated company or household vehicles are provided for all job-related transportation. The ideal candidate takes full vertical ownership of tasks—planning, executing, and troubleshooting independently to deliver seamless operational support without creating administrative overhead for the family.

Responsibilities

Household Operations & Family Logistics (~75%):

• Complete System Ownership: Take full vertical ownership (Conceive, Plan, Execute) of daily domestic operations, anticipating Principal and household needs and resolving logistics independently.
• Meal Pipeline Management: Oversee weekly meal planning, grocery shopping, inventory restocking, school lunch prep, and family dinner preparation (or chef coordination).
• Teenager Logistics & Transportation: Manage schedule coordination and driving for three teenagers (ages 11, 15, and 17) for school runs, sports, and extracurriculars using dedicated household vehicles.
• Vendor & Staff Oversight: Serve as the primary point of contact and supervisor for third-party domestic service providers (housekeepers, gardeners, maintenance teams, and specialty contractors).
• Household Organization & Upkeep: Maintain daily structural organization, linen/laundry systems, and supply inventory (heavy house cleaning is managed by an existing separate service).
• Pet Care Coordination: Manage routine care, feeding, grooming, vet visits, and scheduling with dog walking/boarding services.
• Reporting Line: Report directly to the Business Principal to ensure single-point accountability and eliminate administrative burden on the family.

IKB Business Executive Support (~25%):

• Executive Admin: Provide lightweight administrative support to the owner of a local design-build firm, including calendar coordination, travel arrangements, and routine correspondence.
• Event & Relationship Logistics: Coordinate client/family gift purchasing, vendor appreciation, and event planning logistics (catering, rentals, booking).
• Special Projects: Support digital tracking and organization such as board meetings and agendas, marketing outreach and materials, sales lead follow-up, organizing photos or video clips, and assisting with award, college or scholarship applications.

Skills & Qualifications

• Relevant Experience: 3+ years as an Executive Assistant, Personal Assistant, or Household Manager supporting high-performing executives or private residences.
• Autonomous Execution: Demonstrated ability to independently manage projects from start to finish (Conceive, Plan, Execute) without requiring ongoing supervision.
• Driving & Safety: Valid California Driver’s License with an immaculate driving record; comfortable operating provided household vehicles for family transportation.
• Trust & Vetting: Must pass a comprehensive background check, DMV record review, and professional reference check.
• Communication & EQ: Exceptional interpersonal skills, high EQ, and absolute discretion when handling confidential business and personal matters.
• Tech & Systems Savvy: Proficiency with shared digital calendars, task management applications, and general office software.
• Operational Versatility: Comfortable managing vendor contracts, basic meal preparation, household inventory systems, and teenage activity schedules.

Closing Statement

This role offers a unique opportunity for an experienced professional seeking a stable, full-time W-2 position combining high-level administrative management with domestic operations. Working out of a private residence in Portola Valley and supporting a premier local design-build firm, you will be a vital operational partner empowered to keep both household and business running seamlessly. We provide dedicated company or household vehicles for all role-related transportation, alongside a comprehensive corporate benefits package including 100% employer-paid health insurance, a 401(k) match, and generous paid time off.

Pay: $40.00 - $50.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• …