House Manager & Personal Assistant

House Manager & Personal AssistantLocation: Yarmouth, Maine 04096Employment Type: Full-Time (35–40 hours per week)Schedule: Monday–Friday, 10:00 AM–6:00 PM, flexibility required for short term rental management communications, occasional overnights and weekend dog/house sitting.Compensation: $30–35/hourStart Date: ASAPRequirementsMaintain a smoke-free environmentReliable transportation (mileage reimbursement provided)Comfort and experience using technology as noted below:Calendar management platformsExpense tracking tools and softwareVendor CRM for relationship managementHousehold operations documentationLoves dogsAbout UsWe are a dynamic household that thrives on balance, calm, organization, and efficiency. Our home serves as a hub where daily life, work, and personal interests intersect, and we understand the importance of creating a space that feels calm and well-ordered. We maintain a fast-paced lifestyle, with frequent travel and a variety of responsibilities that keep things interesting.As we transition between multiple properties and seasons, we seek someone who can seamlessly support our daily operations. This includes not only managing the household but also overseeing short-term rentals, handling administrative tasks, and offering executive assistance.

We value efficiency, trust, and a positive energy that contributes to maintaining an inviting, welcoming environment. Our ideal candidate will be proactive and capable of taking charge in various areas, from managing vendors for multiple properties to providing pet care and meal prep when needed. Attention to detail, the ability to work independently, and knowing when and how to communicate effectively are key in this role. Above all, we value trust, reliability, and the ability to make a positive impact in the household.Who You Are / What We're Looking ForYou are a naturally organized, proactive, and independent individual who thrives in a dynamic, multifaceted role.

You take pride in creating order and ensuring everything runs smoothly without needing constant direction. You're capable of managing a variety of responsibilities, including administrative support, vendor management, and handling the operational needs of multiple properties. You possess a project manager mentality, staying ahead of tasks and anticipating what needs to be done to keep things running effortlessly, while having the emotional intelligence to cultivate the right relationships to get things done.In addition to being an expert in household organization, you are skilled in handling administrative tasks such as managing calendars, coordinating vendor logistics and relationships, and supporting personal projects. You're comfortable with technology and have experience using platforms for calendar management, expense tracking, and vendor communication.

You know when to step in and offer support, and when to give people the space they need. You enjoy being a part of a busy, organized household and thrive in a role where your contributions directly impact the home's efficiency and calm. Most importantly, you value integrity, trust, and professionalism in everything you do.Key ResponsibilitiesPersonal and Executive Assistant SupportCalendar management (including household schedules)Event and appointment coordinationEmail triage and managementProvide daily summary/report of activities and statuses, transitioning to weekly summary once role is establishedCoordination with advisors (legal, financial, personal coaches)Professional, clear, and concise communication with senior professionals and contractorsManage personal projects and assisting with scheduling, including occasional travel arrangementsCoordination of winter travel logistics and housingRelationship management across vendors, household staff, and key professionalsReceipt/budget tracking for expenses incurred as house manager or on behalf of the familyAs needed: social media assistanceHousehold Management & OrganizationCreate and maintain household organization systemsDaily resets and prep home for cleanersLight tidying (dishes, surfaces, vacuum high-traffic areas)Packing/unpacking for travelSeasonal swaps (clothing, décor, bedding)Prepare and coordinate donation drop-offsEvent/holiday/guest prepIndoor plant careChange batteries, light bulbs, smoke detectors, etc.Occasional house sitting as neededShort-Term Rental ManagementCleaning coordination between bookingsListing and calendar management for propertiesInputting pricing and adjusting based on market trendsSystems for restocking household supplies between guest staysGuest communications, managing turnovers, and handling guest reviewsFlexibility to respond quickly to guest messages and resolve issues outside typical hours as neededVendor & Property OversightSet up the main house for summerSchedule and coordinate with household vendorsOversee cleaners, contractors, landscapersResearch repairs and coordinate quotesAble to negotiate pricing on goods and services where appropriateConduct seasonal property maintenanceManage outdoor spacesWellness system maintenance (cold plunge, sauna)Estate-Level OversightManage multiple properties: primary residence, two short-term rentals on property, rental property in Acadia, upcoming Boston residenceOversee property readiness, including seasonal preparationEnsure home systems (HVAC/security/pool) are operationalRoutine property walkthroughsPet CareEnsure daily walks and feeding (2 half-hour walks daily)Schedule vet/grooming appointmentsAdminister medications as neededMaintain pet suppliesOccasional dog-sitting during family travelMail OrganizationDaily collection and sorting across propertiesTriage system: urgent, action required, file, shred, forwardScanning and digital filing of important documentsForwarding mail between properties based on seasonal locationCoordinating with accountant, attorney, and financial advisor on tax/legal mattersManaging PO boxes or mail forwarding services if applicablePackage handling, returns, and box breakdownLaundry & Linen CareWash, fold, and organize family laundryIroning and special garment careLinen rotation and upkeep of laundry areasDeep Cleaning & Special ProjectsOversight of deep cleans (fridge, oven, baseboards, etc.)Refresh garage, mudroom, and entryClean humidifiers/air purifiersOrganizational projects for spaces like linen closets, gear storage, basement, or garageMeal Planning & PrepPrep healthy meals/snacksGrocery shopping and organizing pantry/fridgeFollow dietary needs/preferences (healthy)Kitchen clean-up and maintenanceInventory & ErrandsRestock pantry/fridge/household suppliesManage running household supply listsManage household orders and subscriptions (Amazon)Handle returns, dry cleaning, gift shoppingVehicle Management