9 Practical Tips for Successful Staffing

How to Optimize Your Search Process and Hire Top Talent for the Long Term

In the fast-paced world of private service, a thoughtful hiring process is crucial to finding and retaining top talent. Rushing the process can lead to hasty decisions, mismatched placements, and frustration.

Below are 9 practical tips to set yourself (and your new hire) up for success, using a strategic approach.

1. Avoid rushed, last-minute hiring

When clients come to me saying, “We need someone yesterday,” I know the process is at risk of being rushed—and urgency-driven hiring isn’t a recipe for success.

Why? Thoughtful decision-making is likely to be compromised. In most cases, when you give yourself time to think clearly and focus on the long term, you’ll make better decisions.

How to ease the pressure:

• If urgency is driving your search, take a moment to pause, breathe, and assess your current situation.

• Look for temporary solutions. For example, can a family member or existing team member step up and cover key duties?

• Once the immediate crisis is managed, you can proceed with clarity—and avoid hiring out of desperation.

2. Clearly define the role

Before you initiate your search, take the time to scope out the position. What do you truly need in your next hire? Putting together a clear, accurate job description will attract candidates who align with your expectations, lifestyle, and long-term goals.

Remember that private service titles and responsibilities can mean different things to different people. That’s why it’s helpful to work with an experienced recruiter who can help you define and clarify the role in a way that reflects your household’s unique needs.

How to define what you’re looking for:

• Start with a brainstorming session or “mind dump.” Write down everything the role entails—daily tasks, special projects, and long-term responsibilities.

• Consider what’s essential for success in the role (your “must-haves”) and where you’re open to flexibility (your “nice-to-haves”).

• If you're working with a retained search firm, your recruiter can help consolidate your notes into a captivating and robust job description.

3. Choose the right search partner (and avoid casting your net too wide)

If you’re working with a search firm, choose one you feel synergy with—that is, a firm that understands your needs and values. Resist the urge to engage multiple firms at once.

It might seem like casting a wider net will speed up the process. But in reality, engaging multiple firms at once often leads to duplicate efforts and confusion. Not to mention, you’ll be adding more administrative work to your own plate since you’ll need to manage multiple points of contact.

When you work with one firm on an exclusive, retained basis, you get their full focus and commitment. If you're already working with another recruiter, be transparent. Share what you're not seeing in the candidates they’ve presented, and assess whether a new recruiter is truly the right fit before moving forward.

4. Stay engaged throughout the search

Starting a search is just the beginning. To find the right fit, you’ll need to stay involved and collaborate with your recruiter. If you disengage mid-search, you risk losing momentum and potentially losing top candidates.

Best practices for staying engaged:

• If you are a hiring manager, get your employer’s signoff. Don’t initiate a search unless you have full approval from your employer or family office. It’s inefficient (and frustrating) to spin a recruiter’s wheels if you're not truly ready to move forward.

• After each interview, share honest feedback with your recruiter, no matter how negative it may seem. This will help refine the search, adjust priorities, and zero in on what matters most to you.

• Know that you can pause a search. Life happens, and we understand that personal or professional challenges may come up. If you need to pause the search, let your recruiter know so they can keep candidates warm and interested.

• Keep the lines of communication open. Ghosting isn’t just something candidates do—it happens with clients, too. Remember that recruiters put a tremendous amount of time and energy into sourcing, screening, and presenting candidates. Providing a brief explanation for any delays goes a long way in maintaining a productive relationship.

5. Streamline the interview process

Long, drawn-out interview processes frustrate candidates and increase the chances of losing top talent. Remember the old saying, “Time kills all deals.” When you move efficiently, you stay competitive in the market.

How to streamline the interview process:

• Limit the interview process to 2-3 rounds. From my experience, this is ideal and anything beyond three rounds is time-consuming and tends to frustrate.

• Plan the process in advance by deciding who will conduct the interviews, who has veto power, and what each person will ask. This avoids redundancy and keeps things moving.

• Consider a metrics-based approach. Some of my most successful clients use a rating system (e.g., scoring candidates from 1 to 10 in key categories). This makes it easier to compare candidates objectively.

• Avoid over-testing. If you ask candidates to complete a project or assignment, keep it under three hours and compensate them for their time. In corporate environments, candidates may be used to extensive, unpaid projects, but in private service, this approach isn’t appropriate—or respectful.

6. Manage expectations and keep an open mind

When evaluating candidates, remember that perfection doesn’t exist. That doesn’t mean you have to compromise, of course. Often, the best candidates bring unexpected strengths that elevate your household in ways you hadn’t considered.

In other words, keep an open mind. Your top candidates may surprise you with skills or qualities that weren’t originally on your radar.

7. Create a positive candidate experience

Can you think of the best job interview you’ve ever gone through? Now how about the worst?

Empathy goes a long way—and a smooth, respectful interview process reflects well on you and your household. More importantly, it helps attract top-tier candidates. High morale and a healthy work culture are priceless selling points during the hiring process.

One way to help align expectations: Consider having a long-term team member (such as a chef, nanny, housekeeper, or estate manager) chat with the candidate to give them a firsthand sense of your culture. This not only empowers your existing staff but also demonstrates transparency—there are no skeletons in the closet.

8. Work closely with your recruiter during the offer stage

When it’s time to make an offer, lean on your recruiter’s expertise.

Stellar candidates have options, so it’s critical to act quickly and make competitive offers. A clear, compelling offer letter sets the tone for a fruitful working relationship.

Best practices when giving an offer:

• Include key details, including compensation, benefits, and expectations. Ensure the offer reflects the market and your candidate’s unique value.

• Be prepared to negotiate and move swiftly. Delays or vague offers can result in losing your top choice.

9. Plan for retention and onboarding

Finding the right hire is just the beginning. Setting them up for long-term success is equally important. Check-ins at the first 30, 60 and 90 days are key. Implement annual performance reviews, 360-degree feedback, or other best practices to keep the working relationship strong and symbiotic. Utilize your skilled recruiter’s knowledge to ensure retention.

Final Thoughts

Recently, I heard one of my industry colleagues use the phrase “enjoyment capital.” The idea is all about creating the conditions that allow principals to truly enjoy their lifestyle, whether that’s having a household that runs smoothly behind the scenes, or simply knowing that the right people are in place to enhance their day-to-day life.

It’s a powerful concept and one worth striving for. When you invest in hiring thoughtfully, you’re not just adding someone to your team—you’re creating the kind of environment where everyone can thrive, and where you gain more freedom, flexibility, and, ultimately, enjoyment.

Decoding Private Service Roles – What Do These Titles Really Mean?

This year, we're committed to bringing you valuable, human-written insights to help navigate the world of private service.

A common question we hear is: What do all these job titles actually mean? With roles often overlapping and terminology varying, it’s easy to get confused.

Here’s our take…

Understanding the Key Roles in Private Household and Estate Management

In our work, we often encounter confusion about the different roles in private service. It’s not uncommon for job titles to be used interchangeably—household managers might be mistaken for estate managers, and sometimes what a client calls a chief of staff is really more in line with an estate manager's responsibilities.

However, each of these roles has distinct responsibilities that contribute uniquely to a well-run household and smooth lifestyle. Understanding the differences between them not only enhances the recruiting and hiring process, but also long-term staff retention.

Put simply, when roles are clearly defined, households run more efficiently, staff members thrive in their positions, and everyone benefits. Let’s explore a few of the most commonly confused ones in more detail below.

Estate Manager

An estate manager oversees the management of large residences (typically over 10,000 square feet) or multiple properties. This role is a combination of strategy and tactical responsibilities, with a focus on long-term planning and operational excellence.

Key responsibilities include:

• Staff supervision: Hiring, training, and managing household staff such as housekeepers, gardeners, and chefs

• Property maintenance: Ensuring thorough upkeep, scheduling of repairs by staff or self

• Project management: Oversight of major renovations and remodels

• Travel preparation: Flying ahead to prepare properties for family visits and ensuring every detail is in place

• Event coordination: Planning private events or gatherings

• Technology and security: Managing smart home systems and implementing security measures

Best for: Those with large, complex households or multiple properties requiring constant oversight and strategic management

House Manager

If the estate manager is the strategist, the house manager is the hands-on operator. This role focuses on the daily operations of a single property and ensures everything runs smoothly day-to-day. Sometimes, the “family assistant” title is used to describe the house manager role, albeit without supervisorial tasks.

Key responsibilities include:

• Lifestyle support: Household shopping (e.g., groceries, gifts, sundries), mail collection and sorting, preparing and packing for trips, daily walkthroughs, stocking supplies, and holiday preparation

• Staff management: Scheduling and supervising housekeepers, nannies, and other staff

• Property maintenance: Overseeing daily contractors, repairs, and vendor relationships

• Event support: Assisting with logistics for formal dinners or daily family needs

Best for: Those with less complex needs but where hands-on daily management is essential

Personal Assistant

A personal assistant supports an individual or family primarily through administrative and logistical tasks. Think of this role as a means to achieve organizational and lifestyle efficiency.

Key responsibilities include:

• Calendar management: Organizing complex schedules and coordinating appointments

• Travel planning: Handling detailed itineraries and travel arrangements

• Administrative support: Preparing spreadsheets, tracking gifts, and managing correspondence

• Lifestyle support: Shopping for personal items and running errands

Best for: Those needing day-to-day assistance with primarily administrative and logistical tasks

Chief of Staff

The chief of staff operates at a higher level of household and property management, overseeing estate managers, household staff, and family office operations. This is a leadership role that requires highly strategic oversight and extensive coordination.

Key responsibilities include:

• Strategic oversight: Managing estate managers or directors of residences who handle individual properties

• Coordination across properties: Ensuring seamless operations and consistency across multiple homes

• Real estate development: Acquisition of new properties, lead of new builds

• Collaboration with family office: Liaising with CEOs or financial managers for long-term planning

• Financial oversight: Budgeting, expense tracking, and financial reporting

Best for: Those with highly complex operations, numerous properties, or a preference for centralized management

Why Role Clarity Matters

The reality is that private service roles don’t come with hard-and-fast rules. There’s often a gray area in the terminology, and roles can overlap depending on a household’s unique needs.

However, my goal in providing the descriptions above is to offer a framework for deciding what kinds of lifestyle professionals might make the greatest impact on your day-to-day life.

Clearly delineating roles can also create other major upsides for clients and candidates:

• All-around satisfaction and retention: When roles match a candidate’s skill set and professional aspirations, they’re more likely to thrive. On the flip side, overburdening staff with tasks outside their domain can lead to burnout, dissatisfaction, and turnover.

• Hiring ease: When we can spell out exactly what is expected of a role, we reduce the chances of mismatches and attract ideal candidates with appropriate expertise.

• Efficient household operations: A well-structured organizational chart prevents overlaps, inefficiencies, and gaps in responsibilities

Understanding the unique contributions of each position is essential, not only for the success of your household but also for your staff’s long-term satisfaction.

Tailoring Your Household Team to Your Needs

Whether you own a single property or a network of estates, understanding these titles can help you hire the right professional to support your lifestyle. By defining roles clearly and matching them to your specific needs, you set your household up for success—and give your staff the clarity they need to excel.

If you’re not sure where to start, don’t hesitate to contact us. Whenever someone reaches out for support in finding the right home professional, we take the time to dig deeper and understand their exact needs. And with decades of experience finding exceptional talent, we’re here to help place staff that not only meets your needs but elevates your lifestyle.

Summertime Reflection

I hope you’re doing something you enjoy this Labor Day.

Summer is winding down and we’re hitting the six month mark with the pandemic. There’s been tremendous change in our lives and we’re spending A LOT of time at home. School is remote and many jobs are now virtual. There’s been little to no long distance travel. And eating out at restaurants is slim to none. 

But all is not lost! Many of you are true innovators and forward thinkers. You have adapted to make the best of the new normal. And here’s a look at what I’m seeing…

Schooling

Private educators are in high demand and short supply, being hired quickly with the new school year commencing. Since June I’ve been searching nationwide for stellar teachers who ideally also have experience working in private homes. 

One client sought a career nanny who could pivot and help with educating the five and eight year olds if in-person learning doesn’t occur, which seems quite likely now. Another needed a teacher to lead a learning pod for five children in middle school from three different households. 

Whether it’s hiring an awesome facilitator to keep kids focused during distance learning, a tutor to enrich and assist with homework, or a certified teacher for your learning pod, there are great options out there. I’ve developed a talented pool for those of you still in need. 

Safe Escapes

Many clients who have homes in the wine country, mountains or on the coast have left their primary homes in urban areas to shelter in place at other properties. While we thought this would be for several weeks initially, it’s now apparent that we need to plan for the year.

With this has come some staff changes such as hiring an energetic executive housekeeper to keep things sparkling clean and organized for an active San Francisco family of four now residing in St. Helena. One couple needed a nanny to be based at their Lake Tahoe home vs. their Marin home, while another wanted a personal assistant who has the flexibility to be in their Healdsburg home more often than the city for the next year. 

Chefs

More clients are hiring private chefs for the first time. I’ve had twice as many chef searches this year compared to 2019. One client wants to go 100% vegan and has hired a chef to help her with that goal and travels to the summer house on the east coast. Another client said she was given my contact information two years ago and finally decided this is the time to hire! She’s in Napa Valley and hiring a chef with great front of house skills since they frequently entertain. It will free her up to enjoy time with friends and family. She is actively interviewing now and can’t wait to hire this chef! 

Dining out has been completely redefined and the benefits of having a private chef are many. Appreciating your own property and hosting small groups is fun, memorable and safe. Doing so with a private chef who creates delicious meals and helps you entertain enables you to engage with your guests in a relaxed manner.

Staffing Adjustments

I’ve been discussing with clients how to best staff for the long term. They want to feel secure in their decisions when there is no handbook for any of us to follow. How are you creatively deploying human resources and people power?

Some of the basics hold true now, more than ever. Open communication is KEY. Make sure you are communicating often and clearly with your staff. Get that giant whiteboard out. Do a brainstorm together and think about how together you can help those in your circle and in your community. 

How can you have your needs met and live the lifestyle you desire? List all the tasks that need to be accomplished for your household. Which require a presence in the home? Which do not? How do current staff fit into this? Where are the gaps? 

Don’t lose incredible staff members! Perhaps you modify an assistant’s or estate manager’s job description to draw upon their strengths and give them new challenges.Then, filling in gaps with new hires can help you create your strongest team yet.

This is a time of reflection, transformation and renewal. What roles can continue to be done virtually for years to come? Or, be a combination of virtual and onsite? 

The trend toward high level assistants and estate managers working virtually has been increasing over the past four years. I have placed several candidates who work primarily from their own homes and come to the property once/week for in-person meetings and onsite tasks.The clients love having the privacy and the candidates are so much more productive. There are fantastic tech tools available to make this a reality. I’ve seen it be incredibly successful in many households. 

During the pandemic, I’m finding many candidates are taking risks and pursuing long term dreams they shelved in the past. They’re focusing on what they value and making changes. Aligning this with clients’ new job descriptions has been an interesting new task for me as a recruiter. 

Final Thoughts

Creating your sanctuary where you feel relaxed, nourished and attended to is very possible during these uncertain times. Each home has its own unique needs. How do you define that for yourself and how can I help you make that happen? 

I welcome your thoughts, comments and questions as we all navigate through these waters. May you find new silver linings on a regular basis. 

3 Ways My Clients are Adapting to the "New Normal"

Returning to work is all the buzz. Copper masks, 10-4 schedules, racing to be the last to reopen.

Humans are eager to move on to a new normal. So how do we do that safely in the private service world and maintain lifestyles we enjoy living?

Uncertainty is here to stay. How can we make changes and be at ease in our households, which are our sanctuaries and most intimate settings?

I've spoken with over 70 of you—both employers and employees—in recent weeks. We’ve discussed how you're adapting and being creative with solutions. Here are four initial observations:

1. Evolving Scenarios

Some staff members moved on property early March (housekeepers, nannies, chefs, house managers) while others WFH or are on retainer while sheltering in place. This has led to clients re-thinking the structure of their household staff, streamlining positions, and seeing the value and productivity of some staff working remotely, perhaps for the long term. 

Many of my clients switched their routines, now living in their wine country or beach house during the week. This has enabled some staff to work at the main residence, often alternating work days so only one staff member is in the home each day (e.g. the housekeeper comes on Monday, the personal assistant on Tuesday and Thursday and the chef on Friday). Some staff are now required to drive to the country homes to work there on a daily basis. 

With June approaching, I’m seeing a gradual return of staff to main residences. It’s done in a methodical manner, for example property managers fever-checking staff with the garage being a space to transition and sanitize. Staff are changing into specific indoor clothing and shoes. They are taking breaks, including lunch, in their own cars and sanitizing the car thereafter. Hand sanitizer is in every room with door knobs being consistently cleaned. 

2. Hiring + Firing 

Two clients have called me to see how the market has changed. Have salaries gone down? No, I haven’t seen that. I have seen some stellar candidates giving serious thought to long term career plans during this global time-out and deciding to look for new opportunities.  

One client has decided to make a long-term lifestyle change and downsized, laying off the personal assistant and chef with generous severance. I’ve heard from two furloughed candidates. Their employer is on lockdown with two staff members living onsite and two not working until early August. One has restructured and the chief of staff will absorb the personal assistant duties for the foreseeable future. 

Another has added two full time camp counselors to his staff and expanded his bubble to include two more families with six children total. This is providing the kids with a safer, action-packed summer in the absence of camps. Clients are also hiring private teachers with the return to school campuses in the fall uncertain. 

Some of you have called to ask me about creative ways to keep personal assistants and house managers busy while working remotely. Check out my list of project ideas for your assistant to focus on as we head into summer and continue sheltering. 

3. Demand For Chefs

When I started placing household staff in the late '90s, there were many private chef searches. During the past two downturns (dot-com bust and 2008 great recession) the chef was often the first to be laid off. Now, chefs are a key piece of the equation since enjoying a meal at restaurants could be months away. The demand for private and personal chefs has ramped up. Chefs do the grocery shopping, stock the kitchen, and leave or serve nutritious meals for the family.

Need To Brainstorm?

I'm happy to brainstorm with you on ways to keep staff busy and productive, and if needed, right size your team. 

Four Lessons I've Learned

It’s hard to believe I am nearly five years into running my own search firm.

If you would have told me that a nanny job during graduate school would lead me here, there’s no way I would have believed you. But this is my journey, and I am still energized every time I launch a new search. I truly love what I do! When I take time to reflect, I think about these four lessons I’ve learned.

1. Trust Your Gut

It can be scary to go out on your own. How do I manage the ebbs and flows of running my own search firm? I trust my gut. In a business like executive search, especially when you are a one-woman-show, there will inevitably be busier times than others.

You may want to say yes to every business opportunity that comes your way, but you can’t do your best work if you get sidetracked with projects, clients, or new ideas that don’t match up with your skills and expertise. That inner voice that was shaking its head ‘no’ as you said ‘yes’ to something you weren’t very excited about was telling you something - trust your gut!

2. Pay It Forward

What comes around really does go around, and it’s imperative in my business (and life in general) to pay it forward - it will always come back around. As a recruiter, I get to be an invaluable resource and create relationships for a living.

I learned very early in my career the value of strong relationships, not just business relationships, but people relationships. When you pay it forward, lend your support, and cultivate relationships, you also create additional avenues of support, which always comes back around. That means being responsive to everyone, not just clients, and regardless of their title or need. A prompt reply to a message shows you truly care. 

Having my own search firm allows me to be flexible with my time. Whenever I can, I say yes to a quick conversation or request for advice. I’m available off hours, at night and on weekends. If a client wants to talk on a Sunday, as one did yesterday, I do it.

At times, I may not be able to lead a search for you because I know my firm is not the best resource for you right now, but I can refer you to someone who can, and suggest resources.

An added perk to being open to a conversation? You never know who you will meet, what they are looking for, or what referral is just around the corner. Just the other day my dentist appointment turned into a career advice session when I learned my dental hygienist is looking to transition into a new career. We talked about what it is like to be a Private Service Professional and she attended a networking event with me.

3. Follow Your Passion

When I was young, I thought I was going to be a doctor, but I worked for a year in the placement world before starting my PhD which completely changed my trajectory. It is the same for a lot of the Executive Assistants, Personal Assistants, and Private Service Professionals I work with. Many of them found these careers because they followed their passions, not by choosing a major in college.

Your career is a marathon! Find work that you are passionate about and give it your all. I can pretty much promise you there will be ebbs and flows in your career. If you care about what you are doing, you’ll be able to persevere.

4. Don’t Be Afraid to Ask for Help 

I made the decision to start my business with the help of a coach. Working with a coach, and engaging in leadership courses and professional communities was instrumental in helping me take the leap to start my own search firm. 

Now it’s your turn!

We all have individual career journeys that come with unique learning lessons, what’s your favorite piece of wisdom to share?

Perfect Summer Projects for Your PA or HM to Tackle While You’re Away

Managing a high end home is typically a full-time, year-round job. But, things may slow down for your household staff when you travel. That’s why summer is often the perfect time of year for your household manager or personal assistant to address home maintenance projects.

I’ve curated a categorized list of projects you and your assistant may want to consider below. My Summer Projects list, pictured above, can be downloaded here.

Administrative Projects

Keeping files, manuals, and miscellaneous paperwork organized can sometimes fall to the wayside in favor of addressing more urgent needs. So, if things are going to be a bit slow for your assistant this summer, he may want to update: 

• Estate manuals

• Emergency and fire safety preparedness plans

• Professional contact lists

Organizational Projects

If you have just finished watching Marie Kondo’s show on Netflix or reading her book, The Life Changing Magic of Tidying Up, you might ask your assistant to purge a closet or clean out the attic. Here are some other ideas:

• Go “Marie Kondo” 

• Clean out the garage, basement or attic

• Inventory storage units

• Prepare donations

Maintenance Projects

Moving furniture or removing items from the home for professional cleaning can be a bit of a headache. So, why not have your assistant manage these tasks while you’re away? He might tackle projects like:

• Clean antique rugs

• Restore artwork

• Polish silver

• Servicing Heating/Ventilation/AIr Conditioning (HVAC) Systems

• Schedule evaluation/updates to security systems 

• Schedule a deep cleaning (inside cabinets, ovens, closets, etc.)

Renovations

Renovations can, of course, be even more disruptive than maintenance work. If you’ve been putting off updates to parts of your home, like painting or flooring installation, summer may be the perfect time to get these larger projects done. For example, you may ask your assistant to oversee renovations like:

• Resurface the pool

• Install new flooring

• Interior or exterior painting

• Install a new security system

Take Stock

Sometimes, in a large home, it can be easy to forget what you have and where things are kept (even more so if you own multiple properties). Asking your PA to inventory and catalog your belongings to get a handle on what goes where:

• Inventory the wine cellar

• Appraise antiques

• Catalog butler’s pantry

• Inventory fine china and silverware

• Catalog jewelry and artwork

Imagine returning to a home that’s been deep cleaned, reorganized, or renovated. Perhaps that security system you’ve been longing for is finally up and running or the painting you’ve been meaning to have restored is now in pristine condition. What a lovely treat to come back to! 

No big travel plans for the rest of this summer? You can always circle back to this list for project inspiration later in the year. No matter when you travel, asking your HM or PA to tend to larger organizational, maintenance, or renovation projects while you’re out of town can be a great way to make the most of your time away.

Enjoy your final weeks of summer!