Portola Valley, CA Job Details Part-time | Full-time $40 - $50 an hour 15 hours ago Benefits Health savings account Health insurance Dental insurance 401(k) Paid time off Parental leave 401(k) matching Professional development assistance Flexible schedule Life insurance Retirement plan Qualifications Executive administrative support Driver's License Dog handling Organizational skills Time management Full Job Description 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 Parental leave Professional development assistance Retirement plan
