Household Manager - Virtual Assistant

Role description

Seeking proactive and experienced virtual assistant to support a variety of personal management tasks for a family of two professional adults based in the eastern United States. Requires an individual who can take direction, propose working methods based on their experience, and develop documentation. Strong written communication skills in English are a must-have. Our key objective is eliminating time spent on house management by creating systems and processes.

Applications requirements:

Describe how you support calendar management for clients and their spouses. What tools and training do you need to be most successful specifically?
Provide examples of a past and anonymized travel plan you have done for a client. Please include budget, flight options, hotel accommodations, and activity recommendations.
Provide three examples of how you proactively suggested improving a client’s house management efficiency. Describe the task, process improvement, and outcome.
Provide up to two examples of anonymized research compiled for an existing/former client.
Provide up to two examples of how proactively you have identified opportunities to add value to a client. Share the problem you identified, the process you took, and the outcome.

Key Responsibilities

Calendar Management:
Maintain and update two personal calendars (client and spouse’s), and keep updated at least 2 weeks in advance at all times.
Proactively suggest optimizing the calendar to meet client objectives, flag upcoming events that need preparation, and coordinate with external parties (as required).
Frequency: Ongoing

Vacation & Travel Planning:
Research, propose, and present vacation options aligned with interests, budgets, and time constraints.
Handle specific logistics (dining reservations, activities) and create organized itineraries.
Identify potential travel hacks, membership programs, or discounts that could enhance or simplify travel experiences.
Frequency: ad hoc

Gift Planning & Coordination:
Keep track of birthdays, anniversaries, and special occasions for family and friends.
Proactively suggest unique, thoughtful gift ideas and handle the purchase, wrapping, and delivery details well beforehand.
Frequency: ad-hoc

Household Coordination:
Liaise with service providers (e.g., cleaners, landscapers, maintenance personnel) to schedule appointments and follow-ups.
Research and recommend better vendors, services, or products that could improve household efficiency.
Manage tasks related to household errands that can be outsourced online (e.g., grocery deliveries, meal kit services).
Frequency: ongoing

Ad-hoc research:
Support researching support facilities for a family member who has a traumatic brain injury.
Frequency: ad-hoc

Process Improvement & Proactivity:
Continuously seek ways to streamline workflows—e.g., automating reminders, standardizing repetitive tasks, or preemptively solving common issues before they arise.
Regularly propose new tools or apps that simplify scheduling, communication, or budgeting for personal tasks.
Suggest new approaches for saving time or money in managing day-to-day life.
Frequency: ad-hoc

Qualifications
Proven experience as a Virtual Assistant or Executive Assistant with demonstrable organizational, problem-solving, and strategic thinking skills.
Exceptional written and verbal communication abilities.
Competency with various productivity tools (e.g., Google Calendar, ToDoist, Zoom).
Strong research skills and resourcefulness.
A proactive mindset—someone who thrives on identifying and implementing improvements without being prompted.