Estate Manager Job at Activate Talent, Los Angeles, CA

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  • Activate Talent
  • Los Angeles, CA

Job Description

About the Role

A private ultra-high-net-worth family seeks an exceptional Estate Manager to oversee and orchestrate the seamless operation of four distinct properties.

This is a senior, highly trusted position requiring the discretion of a confidant, the precision of an operator, and the foresight of an executive.

Excellence in this role is measured by what the family never notices — frictionless arrivals, perfectly maintained homes, and a household that simply works. The operation must be invisible.

Property & Asset Management

  • Maintain all four properties at full operational readiness at all times
  • Build and execute a preventative maintenance calendar with documented tracking
  • Audit and renegotiate vendor contracts; establish preferred and backup vendor lists
  • Oversee rental properties to maximize occupancy and NOI with monthly reporting
  • Catalog all high-value assets (art, jewelry, electronics, furnishings)
  • Maintain organized records of warranties, insurance, service agreements
  • Proactively track and renew all licenses, passports, registrations, and policies

Household Operations

  • Ensure homes are fully prepared before every family arrival (environment, groceries, meals, preferences)
  • Deliver a weekly household status report (property, staff, schedule, expenses)
  • Manage household budget with monthly P&L reconciliation
  • Develop and maintain a comprehensive Family Preference Bible

Staff Leadership

  • Recruit, onboard, and manage household staff across properties
  • Build travel-based staffing schedules with zero coverage gaps
  • Create documented SOPs to ensure continuity in your absence
  • Conduct quarterly performance reviews and address issues promptly

Travel & Logistics

  • Manage end-to-end travel logistics (jets, vehicles, property prep, staff briefings)
  • Prepare detailed travel bibles for every trip
  • Coordinate packing, wardrobe, and arrival logistics without day-of surprises

Financial Oversight

  • Build and manage household operating budget within first 60 days
  • Manage invoices, vendor payments, petty cash
  • Deliver annual financial summary to family CFO/accountant
  • Identify cost savings and vendor renegotiation opportunities quarterly

Security, Privacy & Wellness

  • Implement property security protocols and emergency response plans
  • Vet all staff and vendors (documented background checks)
  • Coordinate medical logistics, prescriptions, supplements
  • Maintain household environment aligned with family wellness goals

Family & Lifestyle Support

  • Oversee school logistics, extracurricular coordination, and carpool systems
  • Manage events, birthdays, school functions end-to-end
  • Maintain children’s spaces consistently stocked and organized

Entertaining & Events

  • Execute in-home events to a boutique hotel standard
  • Maintain elite vendor relationships (florists, caterers, event partners)
  • Manage guest accommodations and full post-event reset

Qualifications

  • 7–10+ years managing a UHNW private household, celebrity estate, private family office, or luxury hotel GM role
  • Proven experience managing multiple properties simultaneously
  • Demonstrated leadership of full household staff teams
  • Experience managing significant household budgets
  • Mastery of household management systems and reporting tools
  • Ability to travel and remain on-call as required
  • Three verifiable principal references (not HR)
  • Impeccable record of discretion

Core Competencies

  • Anticipatory mindset
  • Extreme discretion
  • Calm under pressure
  • Detail-obsessed operator
  • Financial accountability
  • Strong leadership presence
  • Tech-forward systems thinker
  • Invisible problem solver

Automatic Disqualifiers

  • No prior UHNW or equivalent estate management experience
  • Any breach of confidentiality in previous roles
  • Inability to provide three principal references
  • Unwillingness to travel or be on-call
  • No experience managing multiple properties simultaneously

Job Tags

Work at office

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