Executive / Family Assistant - Live-out Transitioning to Live-in (Rancho Santa Fe, CA) [DM]

A wonderful family in Rancho Santa Fe is seeking an experienced Executive Family Assistant to oversee the daily logistics and flow of the household while supporting three children, ages 13, 11, and 10.

This full-time position will begin as a live-out role and transition into a live-in arrangement with separate living quarters provided.

This is not a traditional nanny position. The family is seeking a long-term right-hand person who can provide structure, logistics management, and steady support for three active school-aged children and the overall household. The ideal candidate is calm, proactive, organized, and enjoys becoming an integral part of a family's daily life.

This position is best suited for a mature professional who excels at managing schedules, coordinating transportation, preparing family meals, and maintaining consistency and structure within a busy home. The children do not require constant babysitting or hands-on childcare but instead need dependable support with transportation, organization, meals, and emotional steadiness.

The ideal candidate will be highly adaptable, comfortable with a dynamic schedule, and interested in establishing a long-term relationship with the family for many years to come.

Schedule & Hours

• Full-time position

• Wednesday through Sunday schedule ( non-negotiable due to sports and travel schedules )

• Hours will vary depending on school activities, sports schedules, and family needs

• Flexibility is essential, including occasional evenings and travel

Responsibilities

Family & Child Logistics

• Manage all sports and extracurricular activity schedules.

• Coordinate daily pickups and drop-offs.

• Provide consistent transportation to practices, games, appointments, and activities.

• Assist with homework, studying, and school-related responsibilities.

• Help maintain structure, routines, and consistency for the children.

• Serve as the primary adult in charge of the household and children when parents travel.

Household Management

• Keep the household running smoothly and efficiently.

• Maintain organization of common areas and family spaces.

• Keep the kitchen and shared spaces tidy and well organized.

• Assist with light housekeeping responsibilities.

• Coordinate household errands and daily logistics.

• Help maintain overall household flow and organization.

Cooking & Meal Preparation

• Prepare healthy family dinners and meals.

• Grocery shop and maintain household food inventories.

• Plan meals and ensure the kitchen remains well stocked.

• Candidates with strong family-style cooking skills are highly preferred.

• A European or Italian background and appreciation for food and family culture would be especially valued.

Household Support

• Assist with laundry and ironing.

• Run errands and complete shopping as needed.

• Provide occasional pet care assistance.

• Support the family with miscellaneous projects and requests.

• Travel occasionally with the family if needed.

• Previous experience as a Family Assistant, Executive Family Assistant, Nanny, House Manager, or similar private service role.

• Exceptional organizational and logistical skills.

• Comfortable driving extensively and managing busy activity schedules.

• Strong cooking abilities with the ability to prepare real family meals.

• Excellent communication and problem-solving skills.

• Professional, dependable, and highly discreet.

• Calm, patient, and emotionally steady personality.

• Flexible and adaptable to changing schedules and priorities.

• Valid driver's license with an excellent driving record.

• Ability to commit to a long-term position and become an integral part of the family.

Ideal Candidate

The ideal candidate is:

• Mature, stable, and seeking a long-term role.

• Highly organized and logistics-oriented.

• Calm and non-invasive in personality and approach.

• Comfortable supporting active and busy children.

• Warm, dependable, and emotionally steady.

• Flexible and adaptable on workdays.

• A self-starter who anticipates needs and takes initiative.

• Interested in becoming a long-term member of the family's support team, ideally for the next 8–10 years.

The children do not require traditional nannying. They need:

• Logistics and transportation support

• Structure and consistency

• Nutritious meals

• Emotional steadiness and dependability

• A calm and reliable presence in the home

Additional Details

• Start Date: ASAP

• Location: Rancho Santa Fe, CA

• Position Type: Full-Time

• Compensation: Generous salary, DOE

• Household Style: Semi-Formal

• Live-in / Live-out: Live-out transitioning to Live-in

• Separate Living Quarters: Yes

Household Duties

• General Household Duties: Yes

• General Childcare: Yes

• Homework Assistance: Yes

• Cooking: Yes

• Laundry/Ironing: Yes

• Shopping: Yes

• Driving/Errands: Yes

• Family/Pet Support: Yes

• Table Service/Parties: No

Special Notes

• No special dietary restrictions or allergies within the household.

• Extensive driving is a significant component of the position.

• Occasional travel may be required.

• Advanced third-party background check required (paid by the client).