House Manager & Executive Assistant (Family Operations, Meal Prep & Childcare Support) at Sage Haus in Reston, VA

Job description

• We’re looking for someone who can become a true operational partner to our family. As two startup founders with busy lives, we need someone who is proactive, highly organized, comfortable with technology, and able to take ownership of the details that keep our home and lives running smoothly.
• This role goes beyond completing a list of tasks. We’ll set the priorities and make the big decisions; you’ll help turn those priorities into action — anticipating next steps, coordinating moving pieces, following through, and keeping us informed without needing constant direction or reminders. We’d also love someone who is excited to use technology and AI to create smarter, more efficient ways of getting things done.
• Success in this role means we can hand something off and trust that it’s being handled. Our conversations should focus less on managing individual tasks and more on what’s happening, what needs attention, and where you need a decision or input from us.
• If you’re someone who naturally takes ownership, sees what needs to happen next, and loves creating order and efficiency behind the scenes, this could be an incredible fit.
• You’re a warm, highly capable professional who loves creating order, anticipating needs, and making life easier for the people around you. You’re proactive by nature — you notice what needs attention, determine the next step, and follow through without waiting to be asked. You’ll thrive in a busy, highly organized home where thoughtful systems, sound judgment, attention to detail, and a positive, can-do attitude are valued.
• Naturally thinks a few steps ahead, prioritizes competing needs, and addresses things before they become problems.
• Is exceptionally organized and detail-oriented, with strong time-management skills and the ability to juggle multiple priorities.
• Loves thoughtful systems — from calendars, routines, and travel checklists to organized physical spaces — and looks for ways to make them simpler and easier to maintain.
• Communicates clearly and thoughtfully and is comfortable both giving and receiving direct, constructive feedback.
• Enjoys working with children and brings patience and encouragement as they develop organization, independence, and executive-functioning skills.
• Is highly tech-savvy and genuinely curious about using AI, Google Workspace, and other tools to make work more efficient.
• Understands the nuances of working in a private home, including discretion, good judgment, adaptability, and attention to both the small details and the bigger picture.
• Is dependable and resourceful and takes genuine pride in solving problems, following through, and finishing what they start.
• Brings a grounded, humble, can-do attitude and is excited to become a trusted, long-term part of a household that values its team.

Responsibilities

• The responsibilities below show what this level of ownership looks like in practice. We’re looking for someone who takes responsibility for seeing things through while using good judgment about the best way to get them done — whether that means handling something directly, coordinating with a cleaner or vendor, or creating a better system to make it more efficient. This is a hands-on role, but one where initiative, problem-solving, and follow-through are just as important as the tasks themselves.
• Ownership & Household Systems
• Maintain a forward-looking view of family operations and lead a brief weekly check-in on upcoming priorities, needs, and decisions.
• Turn agreed-upon family priorities into action, coordinating across household needs, schedules, appointments, travel, vendors, and projects and following through to completion.
• Build and maintain simple, effective systems that keep recurring responsibilities organized and on track.
• Partner with the primary parent to create larger household systems, then take ownership of keeping them running smoothly.
• Use technology, AI, and appropriate automation to simplify repetitive administrative work and reduce unnecessary manual tracking.
• Family Support & Child Assistance
• Assist with school pick-up and drop-off as needed.
• Provide backup weekday childcare after school, overnight childcare when parents travel for business (approximately 4–5 times per year), and coverage for approximately two date nights per month.
• Provide Sunday childcare support approximately twice per month.
• Help son prepare for school, sports, and extracurricular activities, including backpacks, gear, and snacks, while encouraging him to build these skills independently.
• Help organize son’s activity calendar, including math competitions, swimming, soccer, and other activities.
• Help son build his local social network by coordinating playdates and helping prepare the home and backyard for friends and gatherings.
• Administrative & Executive Assistant Support
• Provide approximately 10 hours per week of executive and administrative support for the family’s startup, including calendar management, scheduling, meeting preparation and follow-up, recruiting coordination, and business travel logistics.
• Manage expense reports and receipt tracking for the business.
• Keep founder commitments, follow-ups, meeting materials, and recurring administrative needs organized and on track; anticipate next steps, flag issues early, and bring clear options when a decision is needed.
• Proactively manage the full family Google Calendar, coordinating appointments and events, anticipating conflicts and preparation needs, and keeping the family ahead of schedule changes.
• Maintain and organize son’s activity calendar with him on a weekly basis.
• Manage assigned family travel logistics from start to finish, including research, reservations, coordination, packing systems, pet and household coverage, and post-travel follow-up.
• Track receipts and expenses incurred as House Manager.
• Household Organization & Maintenance
• Partner with the primary parent to create larger household organization systems; independently create smaller systems as needed and maintain them once established.
• Complete daily home resets and prepare the home for biweekly cleaner visits.
• Handle light daily tidying, including dishes, surfaces, making beds, and vacuuming high-traffic areas.
• Reset and organize high-traffic areas such as the garage, mudroom, and entryway.
• Manage seasonal wardrobe, décor, and bedding swaps.
• Provide packing and unpacking support for family travel.
• Care for indoor plants.
• Handle simple routine home maintenance such as replacing batteries, light bulbs, and smoke detector components.
• Assist with event, holiday, and guest preparation as needed.
• Inventory & Errands
• Keep household essentials stocked and replenish recurring supplies before they run low.
• Place and manage Amazon orders and coordinate a monthly Costco run for household staples.
• Manage incoming mail and packages, including opening, sorting, putting items away, and breaking down boxes.
• Coordinate donation drop-offs and Amazon returns.
• Handle gift shopping, dry cleaning, and other miscellaneous errands as needed.
• Meal Planning & Prep
• Prepare three ready-to-eat vegetarian dinners per week.
• Prep ingredients on non-cooking days, including washing and chopping vegetables for the week.
• Prepare school lunches as needed.
• Batch-cook healthy homemade snacks from provided recipes, such as granola bars.
• Complete weekly grocery shopping at Trader Joe’s, Whole Foods, and an international market.
• Handle kitchen clean-up and keep the kitchen organized and ready for use.
• Laundry & Linens
• Manage full-family laundry, including clothing, linens, towels, and sheets.
• Make beds daily and wash/change bed linens weekly.
• Keep the laundry area tidy and well stocked.
• Handle occasional steaming or special garment care.
• Complete minor clothing repairs as needed, such as patching children’s clothing.
• Pet Care
• Feed dogs dinner daily and walk them as needed.
• Administer prescribed medication to the older dog.
• Keep pet food and supplies stocked.
• Schedule veterinary and grooming appointments as needed.
• Pet sitting during family travel is a valued bonus.
• Vehicle Management
• Schedule and coordinate family vehicle maintenance.
• Ensure vehicles are fueled and cleaned as needed, either directly or by coordinating appropriate services.
• Track vehicle registration and insurance renewals.
• Vendor & Property Oversight
• Oversee and coordinate with the biweekly cleaning team.
• Manage assigned home projects from start to finish, including researching vendors, gathering quotes, scheduling, following up, resolving routine issues, and confirming work is completed well.
• Provide occasional remote coordination support for the family’s out-of-state rental property, including vendor or tenant follow-up.
• Protect outdoor furniture and spaces during weather events.
• Periodic Maintenance, Organization & Special Projects
• Ensure the refrigerator receives a monthly deep clean and reset, either personally or in coordination with the cleaning team.
• Maintain a recurring schedule for cleaning humidifiers and air purifiers and changing filters.
• Maintain family closets and labeled organization systems, with periodic resets as needed.
• Complete larger kitchen, pantry, and gear organization projects approximately 2–3 times per year.
• Coordinate or complete other periodic maintenance, organization, deep-cleaning, and special projects as needed.

Requirements

• Maintain a smoke-free environment.
• Must be authorized to work in the United States.
• Reliable transportation and a clean driving record required.
• Ability to navigate multiple levels of the home, including carrying laundry to and from the basement level, throughout the day.
• Highly tech-savvy; proficiency with modern AI assistants and automation tools, Google Workspace, and digital productivity platforms required, with a strong instinct for using technology and automation to reduce repetitive work.
• Comfortable working with and caring for medium-to-large dogs (approx. 40–50 lbs).
• Flexibility for occasional overnight childcare and pet sitting when family travels.

Skills

Required

• Proactive and highly organized
• Comfortable with technology and AI
• Proficiency with Google Workspace
• Maintain a smoke-free environment

Preferred

• Experience with children and childcare
• Experience with pet care