Executive | Personal Assistant
Dm Estate Staffing, Palo Alto, CA, United States
Executive | Personal Assistant
A warm, professional household with two adults and three children is seeking a full-time Executive Personal Assistant. This is not a task-taker role. It is a role for someone who owns outcomes, thinks several steps ahead, and brings the kind of organized, systems-oriented thinking that makes a home feel effortlessly well-run
without anyone having to ask twice. Think Donna from Suits
someone who already knows what is needed before it is asked, who creates order out of complexity, and who communicates with clarity, confidence, and a little bit of grace. The right person does not wait to be told what to do. They identify what needs to happen, build a system around it, and make sure everyone has visibility into where things stand. A meaningful part of this role is building and maintaining shared tracking systems
tools and documents that give the family clear, real-time visibility into household tasks, projects, and their status. Clear communication and proactive updates are important in this role
the family should always feel informed. A strong candidate will also know how to balance communication thoughtfully, understanding what requires immediate attention, what can wait, and when to act independently without unnecessary hand-holding. This is a family that genuinely appreciates the people who work with them, and the right candidate will feel that. They are looking for someone who takes real pride in what they do, communicates proactively, and brings the same level of professionalism and care to a busy household that they would bring to any high-performing environment. Warmth and high EQ matter just as much as operational skill here. Personal & Family Support Manage complex calendars, scheduling, and family logistics across multiple people and moving parts Coordinate travel, research, appointments, gifting, and errands with precision and follow-through Serve as the primary point of contact for vendors, service providers, and contractors
owning the relationship and the outcome Support small family gatherings and household projects from start to finish Communicate with the family in the way that works best for them
clear, concise, and always with full context Household Systems & Organization Design and implement household systems from the ground up
estate manuals, maintenance schedules, inventory tracking, and organizational frameworks tailored to how this family lives Build shared task and project trackers that the clients can access and reference at any time, with clear status updates that do not require follow-up Anticipate operational needs and address them before they become issues
for example, creating a system for rotating children's clothing as they grow, managing seasonal transitions, or tracking vendor relationships and service histories Document processes so the household runs consistently, regardless of who is executing Requirements A minimum of 5 years of experience working as an Executive | Personal Assistant Demonstrated ability to build and manage household systems, trackers, and documentation Strong proficiency with shared digital tools
task management platforms, shared documents, calendars, and similar Excellent references from previous private household or comparable roles Must be willing to undergo a thorough background investigation COVID and flu vaccinations required annually Non-smoker Physically able to perform all duties required Valid driver's license and clean driving record Must be legally authorized to work in the United States Must be local to the Bay Area
A warm, professional household with two adults and three children is seeking a full-time Executive Personal Assistant. This is not a task-taker role. It is a role for someone who owns outcomes, thinks several steps ahead, and brings the kind of organized, systems-oriented thinking that makes a home feel effortlessly well-run
without anyone having to ask twice. Think Donna from Suits
someone who already knows what is needed before it is asked, who creates order out of complexity, and who communicates with clarity, confidence, and a little bit of grace. The right person does not wait to be told what to do. They identify what needs to happen, build a system around it, and make sure everyone has visibility into where things stand. A meaningful part of this role is building and maintaining shared tracking systems
tools and documents that give the family clear, real-time visibility into household tasks, projects, and their status. Clear communication and proactive updates are important in this role
the family should always feel informed. A strong candidate will also know how to balance communication thoughtfully, understanding what requires immediate attention, what can wait, and when to act independently without unnecessary hand-holding. This is a family that genuinely appreciates the people who work with them, and the right candidate will feel that. They are looking for someone who takes real pride in what they do, communicates proactively, and brings the same level of professionalism and care to a busy household that they would bring to any high-performing environment. Warmth and high EQ matter just as much as operational skill here. Personal & Family Support Manage complex calendars, scheduling, and family logistics across multiple people and moving parts Coordinate travel, research, appointments, gifting, and errands with precision and follow-through Serve as the primary point of contact for vendors, service providers, and contractors
owning the relationship and the outcome Support small family gatherings and household projects from start to finish Communicate with the family in the way that works best for them
clear, concise, and always with full context Household Systems & Organization Design and implement household systems from the ground up
estate manuals, maintenance schedules, inventory tracking, and organizational frameworks tailored to how this family lives Build shared task and project trackers that the clients can access and reference at any time, with clear status updates that do not require follow-up Anticipate operational needs and address them before they become issues
for example, creating a system for rotating children's clothing as they grow, managing seasonal transitions, or tracking vendor relationships and service histories Document processes so the household runs consistently, regardless of who is executing Requirements A minimum of 5 years of experience working as an Executive | Personal Assistant Demonstrated ability to build and manage household systems, trackers, and documentation Strong proficiency with shared digital tools
task management platforms, shared documents, calendars, and similar Excellent references from previous private household or comparable roles Must be willing to undergo a thorough background investigation COVID and flu vaccinations required annually Non-smoker Physically able to perform all duties required Valid driver's license and clean driving record Must be legally authorized to work in the United States Must be local to the Bay Area