Executive Household Assistant

Administrative Palo Alto, California


Description

Another Source’s client, Stanford University, is recruiting an Executive Household Manager to join their team.

 

Here’s a little about Stanford University and the position they are recruiting for:

The Office of the President and Provost seek a conscientious detailed oriented professional with a positive can-do attitude to join our small services team as a point of contact to the historical homes.  This role will provide a broad range of operations-related support for the President and the Provost.   Internally this position is titled Historical House Property Administrator.

  

Is this Job for Me?

The Executive Household Manager will be responsible for managing the day-to-day building and facilities operations for Lou Henry Hoover House, Meyer Buck Estate, Hanna House and supervise house services assistants.  The Household Manager will assure seamless integration between the house and grounds and supervises work schedules of house and grounds staff and numerous contractors to ensure that the quality and high standards of these historic homes are consistently met.   

 

Your primary responsibilities will include: 

  • Ensure the maintenance of comfortable living space for the occupants while accommodating the University’s entertainment of a wide variety of guests including distinguished visitors, major donors, alumni, faculty and students.
  • Interface with occupants to ensure safe and comfortable environment; deliver exceptional service in a highly confidential environment.
  • Serve as property operations/maintenance point of contact for facilities related issues in assigned homes e.g.:
    • Key communication liaison between occupants, contractors, household employees, facilities departments and other key personnel as needed.
    • Initiate work requests and monitor to completion
    • Manage maintenance and renovations budget
      • Purchase items necessary to the maintenance and running of the house in accordance with University policies and systems.
    • Coordinate and monitor routine maintenance services (e.g. trash disposal, utilities, custodial, pest control, long term preservation, inspections, grounds, landscapes, alarms, systems & equipment) and perform condition assessments on appearance, equipment, or troubleshooting. Review results with LBRE:
      • Identify and establish preventive maintenance plan;
      • Coordinate & integrate utility usage/optimization (monitor usage, gather info, provide recommendations, follow-up, shutdown requirements),
      • Analyze data and provide recommendations
      • Coordinate, direct, inspect and approve contract work, third party vendors; identify, recommend & implement building operations & process modifications to the facility for increased productivity and/or cost reduction
      • Coordinate maintenance logistics (to avoid facility conflicts, events, etc.)
    • On site overview of construction projects, maintaining security and schedule compliance as well as adherence to site preparation and protection plans.
    • Serve as safety management coordinator for the homes.
      • Implement security programs for each home by developing procedures/practices, distributing keys, providing access, monitoring access records, assessing security infrastructure needs (security cameras, interlocks, alarms).
    • Coordinate communications services (network administration, desktop support, primary troubleshooting, and telephone liaison).
    • Miscellaneous requests as needed including set-up and operation of audio/visual equipment for on-site meetings.
    • Supervise staff; scheduling, assigning, coordinating and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
    • Conduct regular quality assessments to ensure all service levels are being maintained at the highest possible level.
    • Create and maintain accurate and organized electronic/hard copy filing system for each property.
    • Perform routine inspection of homes to ensure appropriate condition and placement of various items.
    • Oversee furniture maintenance and interior décor, coordinating with outside vendors to install new furnishings, fix or reupholster or replace worn furnishings, etc. Record, revise, update and maintain house inventory of furnishings and art.
    • Develop and implement a maintenance schedule for care, restoration and preservation of art and antiques. Schedule and oversee outside contractors for special repairs and renovations.
    • Procure interior furnishings and art as requested and appropriate.
    • Assist with set-up and strike of Commencement Reception and other Stanford events as needed
    • Attend monthly events meeting with the Event Manager and key staff members
    • Collaborate as needed/requested with the Office of the President and Provost Event Manager and/or Office of Development Event Managers to coordinate and facilitate the operation of Stanford events held at each property.
    • Miscellaneous ad hoc support as needed that includes a broad range of errands and requests.

 

To be successful in this position, you will bring:

  • Bachelor's degree and five years related, demonstrated facilities management experience, or a combination of education and relevant experience.
  • Exceptional organizational and multi-tasking skills.
  • Ability to exercise independent judgment and work in a proactive manner.
  • Strong verbal, written and telephone communication skills.
  • Ability to handle very sensitive and highly confidential issues with diplomacy and discretion.
  • Ability to work under pressure with constant deadlines and changing priorities, maintaining a calm demeanor. Able to gracefully accept direct feedback.
  • High-energy and ability to grasp concepts quickly.
  • Strong work ethic, “can-do” attitude. 
  • Analytical skills to analyze and track complex space, equipment and financial data.
  • Interpersonal skills, mature judgment required to interact effectively with a broad range of people, including faculty and vendors, both individually and in groups.
  • Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates.
  • Working knowledge of applications such as Excel, Word, PowerPoint, Project.
  • Experience working with internal and external vendors and services contracting.
  • Background knowledge of emergency preparedness plans and their implementation and property administration specific to PO tracking, receiving, and inventory control.
  • Valid California Non-commercial Driver's License.
  • 24-hour response availability seven days per week for emergency situations.

 

Why Stanford is for You:

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

  • Freedom to grow. We offer career development programs, tuition reimbursement, or auditing a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
  • A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
  • Discovery and fun. Stroll through historic sculptures, trails, and museums.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Another Source works with their clients, on a retained project basis, to maximize the recruiting process. 

Keywords:  Estate Manager, Estate Management Assistant, Household Manager, Project Manager, Project Coordinator