Estate Manager needed in Houston, TX! (Starting Salary: $300K/annually + full benefits)!

***WILL RELOCATE THE RIGHT CANDIDATE

The private family is seeking a highly experienced and dedicated Estate Manager to oversee the comprehensive management of their private estate in Houston, Texas. The ideal candidate will have over 10 years of experience in estate management, demonstrating exceptional leadership, organizational, and technological skills. This role requires a proactive individual who can ensure the smooth operation of household activities, manage staff, coordinate travel and calendar arrangements, and maintain advanced technology and security systems. The Estate Manager will be responsible for upholding the highest standards of service, efficiency, and discretion, while aligning with the family’s values and priorities.

Key Responsibilities:

1. Calendar and Travel Management:
   • Coordinate and maintain complex personal calendars, including scheduling personal appointments, business meetings, conference calls, and travel reservations.
   • Manage all travel arrangements, including commercial and private air travel, lodging, and ground transportation.Handle last-minute changes to travel plans and maintain detailed travel records.
   • Utilize AI-driven travel itinerary planning and automation tools.
   • Ensure all travel documents, including passports and visas, are up-to-date and organized.
   • Liaise with travel agencies, airlines, and hotels to secure the best rates and accommodations.
2. Technology and AI Proficiency:
   • Manage smart home automation systems (e.g., Crestron, Control4, Savant).
   • Use AI-powered task management tools (e.g., Notion AI, ClickUp AI).Ensure cybersecurity awareness, including password management and encryption.Operate estate management software (e.g., EstateSpace, Nines).
   • Implement and manage AI personal assistant tools (e.g., ChatGPT, Reclaim AI).
   • Stay updated with the latest technological advancements and integrate them into household operations.
   • Provide training to household staff on the use of new technologies and systems.
3. Household Operations and Staff Management:
   • Create and maintain systems to ensure the household runs efficiently.
   • Coordinate schedules for household staff and nannies to ensure proper coverage.
   • Supervise and train household staff and nannies to ensure excellent quality of work.
   • Use analytics for household expenses and performance tracking.
   • Implement eco-friendly smart home management practices (e.g., AI HVAC, irrigation).
   • Focus on sustainability in the procurement of household goods.
   • Conduct regular staff meetings to discuss schedules, tasks, and any issues that need addressing.
   • Develop and enforce household policies and procedures to maintain a high standard of service.
4. Administrative and Technical Assistance:
   • Organize, prioritize, file, and respond to daily mail, e-mail, and correspondence.
   • Provide technical assistance with spreadsheets, agendas, meeting notes, and documentation.
   • Verify the accuracy of invoices and ensure timely payment of bills.
   • Assist with resolving computer hardware or software issues.
   • Provide technical assistance for mobile devices, including international travel setup.
   • Maintain and control distribution of petty cash, ensuring daily reconciliation and verification with receipts.
   • Prepare and manage household budgets, track expenses, and generate financial reports.
   • Handle confidential information with discretion and maintain secure records.
5. Technology and Security Management:
   • Ensure the household’s technology infrastructure is up-to-date and functioning smoothly.
   • Manage and troubleshoot issues related to databases, e-mail, and internet navigation.
   • Oversee the use of social media for security purposes and ensure compliance with federal and state technology access and copyright regulations.
   • Maintain vendor and supplier contracts, office equipment documents, and home appliances.
   • Manage AI-powered surveillance and threat detection systems.
   • Experience with emergency response automation.
   • Conduct regular security audits and implement improvements as needed.
   • Coordinate with external security providers to ensure comprehensive protection for the estate.
6. Communication and Correspondence:
   • Serve as the primary point of contact for the family, managing all incoming and outgoing communications.
   • Draft, proofread, and send correspondence on behalf of the family, ensuring professionalism and accuracy.
   • Maintain an up-to-date contact database, including personal and professional contacts.
   • Organize and prioritize daily mail, e-mail, and other correspondence, addressing critical and time-sensitive issues promptly.
   • Prepare professional documents, including agendas, meeting notes, and reports.
   • Facilitate effective communication between the family and household staff, vendors, and other external parties.
   • Manage social media accounts and online presence for the family, ensuring a positive and secure digital footprint.

Enterprise Behavioral Competencies:

• Family Focus: Ensure all communications reflect the family’s values and priorities.
• Manages Complexity: Analyze complex situations to identify root causes and address issues accurately.
• Optimizes Work Processes: Continuously seek opportunities to streamline work and improve productivity.
• Ensures Accountability: Take responsibility for decisions and actions, provide and seek constructive feedback.
• Collaborates: Foster a team-oriented environment and leverage outside expertise when needed.
• Situational Adaptability: Adjust behavior according to situational cues and assist others in adapting to changes.
• Resourcefulness: Seek additional resources when needed and identify alternative methods to accomplish tasks.
• Communicates Effectively: Tailor communications to suit the audience and practice active listening.

Leadership Competencies:

• Directs Work: Provide direction, delegate tasks, and remove obstacles to get work done.
• Attracts Top Talent: Recruit and select the best talent to meet current and future needs.
• Develops Talent: Offer constructive feedback and support the developmental efforts of others.
• Drives Engagement: Create a motivating climate and celebrate others’ successes.
• Drives Vision and Purpose: Articulate the vision and purpose of the organization and ensure alignment with the workgroup’s mission.

Required Qualifications:

• Proven experience in estate management or a similar role.
• Strong technological proficiency, including smart home systems and AI tools.
• Excellent organizational and multitasking abilities.
• Strong leadership and staff management skills.
• High level of discretion and confidentiality.
• Excellent communication and interpersonal skills.
• Ability to adapt to changing circumstances and handle emergencies effectively.
• Knowledge of sustainable practices and eco-friendly technologies.
• Financial acumen to manage budgets and track expenses.
• Minimum of 10+ years of experience in estate management or a related field.
• Must be willing to relocate to Houston, TX.

Specific Software Skills Required:

• Smart Home Automation Systems: Crestron, Control4, Savant
• AI-Powered Task Management Tools: Notion AI, ClickUp AI
• Cybersecurity Tools: Password management software, encryption tools
• Estate Management Software: EstateSpace, Nines
• AI Personal Assistant Tools: ChatGPT, Reclaim AI
• Financial Management Software: QuickBooks, Xero
• Communication Tools: Microsoft Office Suite (Word, Excel, Outlook), Google Workspace (Docs, Sheets, Gmail)
• Project Management Software: Asana, Trello
• Social Media Management Tools: Hootsuite, Buffer
• Surveillance and Security Systems: AI-powered surveillance systems, emergency response automation tools

Performance Metrics:

• Efficiency in managing household operations and staff.
• Accuracy and timeliness in administrative and financial tasks.
• Effectiveness in maintaining and troubleshooting technology and security systems.
• Quality of communication and correspondence.
• Ability to meet and exceed the family’s expectations and priorities.
• Successful implementation of sustainable and eco-friendly practices.
• Positive feedback from household staff and family members.

Email your resume to [email protected]