A private family in Washington, DC, is seeking a sharp, meticulous Estates Assistant to work closely alongside their Estates and broader household team to provide direct administrative and operational support in the day-to-day operations of their primary household. This is a supporting role – not a senior leadership position – and is suited for someone with strong administrative prowess who brings exceptional initiative, project management instincts, an obsessive attention to detail, and the kind of organizational precision that keeps a complex team running without a hitch. The right person is someone for whom no detail is too small, no follow-up too minor, and no system too nuanced — a reliable, resourceful team player who takes genuine pride in the administrative backbone of a well-run home.
This role is highly collaborative and hands-on, serving as a key support to the estates and hospitality teams while helping manage the flow of operational information, vendor coordination, reporting, scheduling, and property-related logistics. The ideal candidate thrives in a fast-moving environment, anticipates needs proactively, and is equally comfortable handling administrative workflows and assisting with on-site operational support.
Responsibilities
- Provide strong administrative support to the Director of Residences and Estates team with approximately 50% of the role focused on administrative tasks
- Assist with household documentation – editing, updating, and maintaining household manuals, vendor records, maintenance logs, warranties, inventories, and property files
- Support the Director of Residences with scheduling, correspondence, reporting, presentations, and day-to-day operational coordination
- Track open projects, recurring vendor appointments, preventative maintenance schedules, and action items to ensure nothing falls through the cracks
- Coordinate vendor appointments, oversee site access protocols, greet and manage service providers on-site, and follow up on outstanding items to ensure timely completion
- Assist with vendor sourcing, vetting, scheduling, contract review, NDA collection, and ongoing vendor management across household services and skilled trades
- Assist with event logistics and special projects at the residences as needed
- Support property operations, including maintenance scheduling, repair coordination, move management, and renovation or construction-related logistics
- Maintain databases and systems related to household operations, inventories, maintenance records, and estate procedures
- Assist with seasonal and household setup projects, including holiday décor, patio/furniture setup, rentals, and other household operational tasks
- Stay current with household technology systems and productivity tools, including Apple products, Google Workspace, Microsoft Office, Zoom, Slack, and smart home systems such as Savant and Lutron
- Travel to other properties, as requested
Qualifications
- A minimum of 5+ years of experience in executive assistance, personal assistance, estate management support, or household operations within a high-level private home environment is required
- Previous property management and project management experience strongly preferred
- Experience managing vendors, contractors, and household service providers across multiple trades and services
- Exceptionally organized with strong written and verbal communication skills and the ability to produce polished reports and presentations
- Comfortable with property management tasks including vendor coordination, preventative maintenance tracking, and on-site oversight
- Tech-savvy and highly proficient with Mac systems, Microsoft Office Suite, Google Workspace, Slack, project management platforms, and household operating systems
- Strong follow-up skills and a proactive, detail-oriented approach to work
- Ability to manage competing priorities in a fast-paced, ever-changing environment while maintaining composure and discretion
- Warm, collaborative, service-oriented, and low ego with a no-task-too-big-or-small mentality
- Observant and intuitive with strong situational awareness and attentiveness to principals’ preferences
- Team-oriented and collaborative – this role works in close partnership with the Estate Manager and in support of the Director of Residences
- Discreet, professional, and trustworthy with experience maintaining strict confidentiality standards
- Local to the Washington, DC area strongly preferred; open to relocating a rockstar candidate
- Must possess a valid passport and have flexibility for light domestic and occasional international travel
- Must be legally authorized to work in the United States and able to pass a background check and provide professional references
Compensation
- $140,000+ base salary, eligible for discretionary performance-based bonus
- Comprehensive benefits package
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.
