Senior Personal Assistant | Controller

A well-established Marin County family with multiple properties is looking for a Senior Personal Assistant and Household Controller to join their team. This is a newly created role born out of growth – the household runs at a high level, and they're ready to add a senior operator who can bring financial discipline and personal support together under one roof.

The right person is an experienced PA with genuine financial acumen –comfortable reviewing vendor contracts, managing invoice coding across multiple entities, and working closely with an outside accounting firm, while also rolling up their sleeves on the personal support side. You bring calm, competence, and discretion to everything you touch.

Schedule & Structure
This is a full-time hybrid role. The team comes together for a weekly meeting, but beyond that, your schedule will vary – some days on-site across the family's properties, others working remotely. Occasional local travel within California may be required.

Responsibilities

Financial & Administrative

• Review and process invoices across multiple properties and vendor contracts, identifying discrepancies and coding correctly to the appropriate LLC before submission to the accounting firm
• Manage employee credit card expense tracking and receipt reconciliation
• Work within QuickBooks or similar systems; support financial organization and reporting as needed
• Track event-related expenses and logistics in coordination with the staff
• Audit and maintain vendor contracts, flagging irregularities or renewal windows

Personal & Household Support

• Provide senior-level personal assistance to the principals – calendar management, scheduling, reservations, and day-to-day requests
• Serve as a reliable point of contact and go-between for staff, vendors, and the principals
• Support the broader household team as needed; this is a collaborative environment where senior staff lead by example

Qualifications

• Ideally within a short commute to Marin County; local candidates will only be considered 
• A minimum of 7 years of experience in a Personal Assistant, Chief of Staff or comparable administrative role – ideally within a private household or family office setting
• Demonstrated financial acumen: comfort with invoicing, expense coding, vendor management, and working alongside accounting professionals
• Proficiency in QuickBooks or similar accounting/bookkeeping software
• Strong administrative foundation – highly organized, detail-oriented, and responsive
• Discreet, trustworthy, and professional; able to maintain confidentiality across all interactions
• Positive, no-ego approach and a genuine team-player mentality
• Demonstrated longevity in prior roles
• Valid driver's license and comfort driving regularly; local California travel as needed
• Comfortable with a hybrid, flexible schedule and on-call availability at times
• Legally authorized to work in the US
• Must be willing to undergo a detailed background check and provide strong employment references 

Compensation

• Up to $75 per hour, depending on experience
• Health insurance benefits, PTO/sick time/holiday, travel stipend
• Opportunity for growth as the household team continues to expand

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.