Executive | Personal Assistant

Position: Executive | Personal Assistant 

Location: Palo Alto, CA
Schedule: Monday through Friday, 9:00 AM to 5:00 PM with flexibility for after-hours requests
Compensation: $150,000 to $175,000 per year (DOE)
Benefits: 10 paid vacation days, 5 paid sick days, access to a retirement plan, healthcare stipend

About the Role

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.

Who Thrives Here

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.

What You Will Own
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 

DM Estate Staffing is a domestic staffing firm headquartered in Silicon Valley, dedicated to connecting exceptional Private Service Professionals with private clients and family offices across the United States. Built over more than a decade on referrals and repeat clients, we have grown thoughtfully by doing one thing well: finding the right person for the right home.

Every member of our recruiting team has worked personally in the homes of prominent private clients, as estate managers, private chefs, household leaders, and more. That lived experience is what sets us apart. We don't just understand private service in theory; we've navigated its nuances, its demands, and its deeply personal nature from the inside. That perspective shapes every search we conduct and every candidate we represent.

We encourage you to regularly explore our job board and apply for any roles that align with your experience and aspirations. When your background aligns with what our clients are looking for, we will be in touch. We hope to have the opportunity to work with you soon.