Personal Assistant Manager Jobs in Portland, ME (NOW HIRING)

Job Title: House Manager & Personal Assistant

Location: Yarmouth, Maine 04096

Employment 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/hour

Start Date: ASAP

• Maintain a smoke-free environment
• Reliable transportation (mileage reimbursement provided)
• Comfort and experience using technology as noted below:
  • Calendar management platforms
  • Expense tracking tools and software
  • Vendor CRM for relationship management
  • Household operations documentation
• Loves dogs

We 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.

You 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.

• Calendar management (including household schedules)
  • Event and appointment coordination
• Email triage and management
• Provide daily summary/report of activities and statuses, transitioning to weekly summary once role is established
• Coordination with advisors (legal, financial, personal coaches)
• Professional, clear, and concise communication with senior professionals and contractors
• Manage personal projects and assisting with scheduling, including occasional travel arrangements
  • Coordination of winter travel logistics and housing
• Relationship management across vendors, household staff, and key professionals
• Receipt/budget tracking for expenses incurred as house manager or on behalf of the family
• As needed: social media assistance

• Create and maintain household organization systems
• Daily resets and prep home for cleaners
• Light tidying (dishes, surfaces, vacuum high-traffic areas)
• Packing/unpacking for travel
• Seasonal swaps (clothing, decor, bedding)
• Prepare and coordinate donation drop-offs
• Event/holiday/guest prep
• Indoor plant care
• Change batteries, light bulbs, smoke detectors, etc.
• Occasional house sitting as needed

• Cleaning coordination between bookings
• Listing and calendar management for properties
• Inputting pricing and adjusting based on market trends
• Systems for restocking household supplies between guest stays
• Guest communications, managing turnovers, and handling guest reviews
• Flexibility to respond quickly to guest messages and resolve issues outside typical hours as needed

• Set up the main house for summer
• Schedule and coordinate with household vendors
• Oversee cleaners, contractors, landscapers
• Research repairs and coordinate quotes
  • Able to negotiate pricing on goods and services where appropriate
• Conduct seasonal property maintenance
• Manage outdoor spaces
• Wellness system maintenance (cold plunge, sauna)

• Manage multiple properties: primary residence, two short-term rentals on property, rental property in Acadia, upcoming Boston residence
• Oversee property readiness, including seasonal preparation
• Ensure home systems (HVAC/security/pool) are operational
• Routine property walkthroughs

• Ensure daily walks and feeding (2 half-hour walks daily)
• Schedule vet/grooming appointments
• Administer medications as needed
• Maintain pet supplies
• Occasional dog-sitting during family travel

• Daily collection and sorting across properties
• Triage system: urgent, action required, file, shred, forward
• Scanning and digital filing of important documents
• Forwarding mail between properties based on seasonal location
• Coordinating with accountant, attorney, and financial advisor on tax/legal matters
• Managing PO boxes or mail forwarding services if applicable
• Package handling, returns, and box breakdown

• Wash, fold, and organize family laundry
• Ironing and special garment care
• Linen rotation and upkeep of laundry areas

• Oversight of deep cleans (fridge, oven, baseboards, etc.)
• Refresh garage, mudroom, and entry
• Clean humidifiers/air purifiers
• Organizational projects for spaces like linen closets, gear storage, basement, or garage

• Prep healthy meals/snacks
• Grocery shopping and organizing pantry/fridge
• Follow dietary needs/preferences (healthy)
• Kitchen clean-up and maintenance

• Restock pantry/fridge/household supplies
• Manage running household supply lists
• Manage household orders and subscriptions (Amazon)
• Handle returns, dry cleaning, gift shopping

• Schedule maintenance and fueling
• Clean and organize family vehicles
• Track registration/insurance

Please submit the following:

• A brief cover letter explaining why you'd be a great fit for this role
• An updated resume
• At least three professional references with contact information

This role requires a background check and signing an NDA

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