Full-Time Estate Manager / Family Assistant: $130K+ and Benefits

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Family with newly renovated main residence in Lincoln Park of Chicago, Illinois is seeking an experienced, professional, organized, and detail oriented full-time estate manager / family assistant to manage 10,000 square foot residence along with residence in Nantucket, Massachusetts. Typical schedule is on Monday – Friday at 9:00am – 5:00pm. Flexibility is required to work occasional earlier mornings, later evenings, weekends, and holidays when family has events, residences need to be prepared for family and guests arrival, and meetings are scheduled with principal(s) and/or domestic employees. Estate Manager is responsible for overseeing the general operation of residences; training and managing domestic staff in an environment where everyone is given clear expectations and loves coming to work daily (e.g., housekeeper, nannies, etc.); collaborative to work directly with principals and domestic employees on a daily basis; assertive; proactive; resourceful; self starter; organized; service focused; kind; professional; and capable of maintaining discretion. Candidates must be comfortable working around children. Staff vehicle is provided for running errands and work related responsibilities. This is a newly created position for growing domestic team. Family is open to local candidates and domestic relocations. Start date is flexible for the right candidate.

RESPONSIBILTIES: 

  • Daily walk through of residence to ensure that all systems are functioning properly (walk through of all residences when on-site routinely)
  • Management responsibilities of residences that are located in Chicago, Illinois and Nantucket, Massachusetts  
  • Create inventory checklists and ensure inventory is always stocked in accordance with family’s preferences (e.g., household items, cleaning supplies, toiletries, supplies for guests, medication and supplements, etc.)
  • Create and maintain comprehensive household manuals setting priorities for tasks on daily, weekly, monthly, quarterly, and annual basis
  • Maintain file systems including those for household operations, warranty manuals, household equipment, invitations, entertainment logs, etc.
  • Maintain contacts lists that include family members, vendors, contractors, etc.
  • Hire, train, and manage domestic employees for residences and supervise the quality of their performance (scheduling review / evaluation annually with each employee)
  • Coordinate staff schedules to ensure adequate coverage at all times based on family’s needs, travel schedules, guests visiting properties, etc.
  • Ensure housekeepers have principals and children packed and unpacked before and after travel
  • Assist domestic staff with projects when necessary (e.g., creating a collaborative / team environment)
  • Test appliances and home systems (verify security and integrity of properties) including Smart Home technologies
  • Seasonal opening / closing of residences (e.g., arrange for storage of outdoor furniture at the end of season, oversee home systems adjustments for seasonal utilization, prepare all aspects of household and property for family utilization, etc.)
  • Drive vehicle from Chicago, Illinois to Nantucket, Massachusetts annually prior to opening residence for summer 
  • Maintain vehicles, take for service appointments, and keep accurate records of services completed; gas; and wash
  • Provide hospitality and attend to family and guests needs when visiting
  • Assist with event production for various social and private events (e.g., planning and preparation, scheduling caterers and servers, knowledge of silver service, ensuring flawless execution day of event, clean up, etc.)
  • Collect quotes / proposals from various vendors and contractors (oversee negotiations, invoices, payments, etc.)
  • Schedule home maintenance and repair work along with supervising projects and ensuring NDA is signed prior to work being completed (e.g., vendors, contractors, interior designers, decorators, etc.)
  • Handle household bills and administrative duties (e.g., routine meetings with principals for invoices and payments, filing things in office, etc.)
  • Manage household petty cash, proper documentation, and submission of house and staff credit card purchases and receipts
  • Menu planning, delegate meal / cooking tasks to employees, and basic meal preparation for family (cooking responsibilities will be divided up between domestic employees)
  • Run errands and perform necessary tasks (e.g., groceries, shopping for home supplies, returns, and other requested things)
  • House projects and handle things around residences (e.g., receiving deliveries, ensuring packages are brought into residence promptly, organizational projects, sending emails, etc.)
  • Miscellaneous gift procurement for family, guests, staff, etc. 
  • Schedule meetings with principal(s) as needed to discuss their schedules, travel plans, upcoming events, special projects, etc.

QUALIFICATIONS: 

  • Ability to travel domestically to other residences whenever necessary
  • Highly organized, detail oriented, proactive, excellent time management, efficient, and service focused
  • Attentive to principals’ preferences and style (intuitive to their needs)
  • Ability to maintain discretion (confidentiality agreement is required)
  • Ability to be discreet with respect for employer’s privacy
  • Professional presentation of self and great personality
  • Strong organizational ability to present projects, budgets, lists, bids, quotes, etc. to principals and through use of technology
  • Ability to develop and maintain solid working relationships with service providers, contractors, and vendors
  • Ability to work collaboratively with interior designers and oversee interior design projects
  • Ability to easily take direction
  • Strong ability to communicate and collaborate efficiently and effectively with principals and domestic employees
  • Strong technology skills and experience working with Macintosh and PC
  • Positive attitude and ability to handle residences and staff with ease and calm demeanor
  • Non-Smoker

REQUIREMENTS:

  • Bachelor’s degree
  • 5-10+ years of consistent and recent full-time estate manager experience
  • 2-3 references from domestic positions
  • Ability to complete extensive background checks, motor vehicle checks, drug tests, and psychological evaluation
  • COVID-19 vaccinations
  • COVID-19 testing and antibodies testing
  • Comfortable working around children 
  • Seeking longevity (e.g., 2-5+ year commitment and ideally longer)
  • Live a close proximity to family’s main residence in Lincoln Park of Chicago or willingness to relocate within reasonable commute

COMPENSATION:

  • $130K+ gross annual salary (based on experience and qualifications)
  • $500 gross monthly health insurance stipend
  • Two weeks (10 days) vacation paid 
  • Seven government holidays paid 
  • Five sick days paid 
  • Discretionary annual bonus and raise (performance evaluation required)

 

 

 

Please read the job description carefully and kindly apply with your cover letter, resume, references (email address and phone number), letter(s) of recommendation, and professional photo if you feel that you meet all of the requirements. We look forward to hearing from you!

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