House Manager & Family Assistant

House Manager & Family Assistant

Location: West Newton, MA (02465)

Employment Type: Part-Time | 30–35 hours per week

Schedule: Monday–Thursday, 11:00am–6:00pm; Friday, 11:00am–4:00pm. Flexibility on the hours.

Compensation: 40 – 45 per hour based on experience and qualifications

Start Date: ASAP

Requirements

- Reliable transportation and a clean driving record
- Must be authorized to work in the United States
- Maintain a smoke-free environment
- Comfortable with dogs

About Our Family

We’re a warm, active family of five with three children and two dogs, living in a welcoming home in West Newton. With both parents working full-time and a busy household schedule, our days are often full and plans can occasionally shift. We appreciate someone who can comfortably adapt in real time, bring a sense of calm and organization to the day, and keep the important details moving forward.

We’re fortunate to have a wonderful, long-standing team of trusted support already in place, including a housekeeper who has been part of our household for more than 13 years, along with established partners who help with various family and home needs. Our household includes a child with physical care needs, supported by Personal Care Attendants (PCAs). The House Manager will help coordinate PCA schedules, staffing and related logistics, while the PCAs remain responsible for providing direct personal care.

We’re looking for someone who can help bring all of these moving pieces together—coordinating schedules, anticipating needs, creating practical systems, and helping the household run smoothly behind the scenes. The right person will be warm, thoughtful, proactive, and highly organized, with strong communication skills and good judgment. We value someone who understands the importance of discretion and privacy and who can confidently take ownership while also enjoying being part of a collaborative household.

Above all, we’re hoping to build a long-term relationship with someone who genuinely enjoys supporting a busy family and takes pride in creating a home that feels organized, prepared, and well cared for. We see this person as a trusted partner who can bring consistency and breathing room to our day-to-day lives.

Who You Are / What We're Looking For

You are a natural household operator—someone who sees the big picture, keeps track of all the moving pieces, and instinctively thinks three steps ahead. You don’t wait to be handed a task list; you build it. You notice what needs attention, anticipate what’s coming next, set priorities, and take ownership of getting things across the finish line. You genuinely enjoy creating order, building systems, and being the steady person who keeps a busy home running smoothly.

You’re an exceptional organizer and problem-solver who can seamlessly move between the details and the bigger picture. You’re thinking about next week while managing today—coordinating schedules, vendors, household projects, groceries and meals, upcoming school breaks, appointments, and all the small details that can otherwise fall through the cracks. When plans change or something unexpected comes up, you don’t get rattled; you assess, adjust, communicate, and keep things moving.

You are also someone who closes the loop. If something is in your hands, the family can trust that it’s being handled. You communicate proactively, provide updates without being asked, and know when to make a decision independently versus when to bring something to the family.

Just as importantly, you bring warmth to everything you do. You’re positive, caring, approachable, and genuinely enjoy being part of a family’s day-to-day life. You understand that the best House Managers aren’t just organized—they create a sense of calm. Your goal is for the family to feel supported, cared for, and confident knowing that the many moving pieces of their home are in capable hands.

Key Responsibilities

PCA Coordination & Support

- ### Help coordinate PCA schedules, coverage and related administrative logistics.
- ### Assist with PCA recruitment and onboarding as needed, with parents retaining hiring decisions.
- ### Help coordinate medical supply replenishment, pharmacy pickups and equipment maintenance.

Meal Planning & Prep

- Develop practical weekly meal plans based on family schedules, preferences and dietary needs.
- Manage grocery shopping and ensure healthy meals, snacks and staples are readily available.
- Assist with meal preparation, including advance prep for busy weekdays. An interest in cooking and preparing family meals would be a welcome bonus, but is not required.
- Develop a rotating variety of healthy, appealing meal and snack ideas that work for the household.
- Maintain an organized and stocked kitchen and pantry

Inventory & Errands

- Manage running household supplies and lists
- Handle returns, exchanges, dry cleaning drop-off and pickup, gift shopping, and general errands
- Manage household orders and subscriptions (Amazon/Costco/Target)

Household Management & Organization

- Create and maintain household organization systems
- Assist with seasonal closet turnovers, decluttering, donation coordination, and organizational projects
- Label, organize, and maintain closets, and common spaces
- Proactively identify maintenance needs throughout the home and coordinate repairs

Family Support & Child Assistance

- Assist with family appointment scheduling and related administrative logistics, while parents retain responsibility for medical decisions and substantive care coordination.
- Assist with planning birthday parties, gifts, school break activities and summer camps
- Serve as an organized point of contact for high-volume school communications; helping consolidate deadlines, forms, and key dates into a central system
- Occasional afternoon school pick-ups from the bus stop

Administrative & Personal Assistant Support

- Take ownership of the family's centralized calendar
- Manage travel logistics including flights, hotels, and ground transportation
- Help plan ahead for school breaks and family vacations when plans are not yet in place
- Build and maintain a centralized household operations hub to track tasks, schedules, vendors, and household priorities

Pet Care

- Provide daily walks for both of the family dogs
- Schedule grooming and veterinary appointments
- Keep pet supplies stocked and organized

Vendor & Property Oversight

- Manage all recurring vendor relationships
- Research and coordinate repairs and maintenance, solicit quotes, and follow projects through to completion
- Serve as the family's point of contact for contractors and service providers

Vehicle Upkeep

- Schedule and track regular maintenance for family vehicles
- Manage registration, insurance documentation, and annual renewals
- Keep vehicles clean, fueled, and organized

Laundry & Linens

- Maintain a well-stocked and tidy laundry area
- Put away dry cleaning upon return; handle any overflow laundry on an as-needed basis

How to Apply

Please submit a short intro letter, an updated resume, and three professional references with contact information.

Please Note: This role requires a background check.

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