Executive Assistant

Overview

Executive Assistant

Job Title: Executive Assistant

Reports To: Principal

Salary: $180,000 - $220,000 annually

In Office: Not a remote position

OVERVIEW

We are seeking a highly organized, proactive, and discreet Executive Assistant to support senior leadership for a long-standing client within a family office environment. This role requires exceptional judgment, attention to detail, and the ability to manage competing priorities in a fast-paced, high-touch setting. The ideal candidate is service-oriented, adaptable, and thrives in a role that blends executive, personal, and operational support.

KEY RESPONSIBILITIES

Executive Support

• Manage complex calendars, scheduling across multiple time zones, and coordinate internal and external meetings
• Serve as a trusted gatekeeper, handling communications with professionalism and discretion
• Prepare meeting materials, agendas, and follow-ups; track action items to completion
• Handle sensitive and confidential information with the highest level of integrity

Administrative & Operational Support

• Coordinate domestic and international travel, including detailed itineraries and logistics
• Process expenses, invoices, and reimbursements; liaise with accounting and finance teams as needed
• Assist with document preparation, filing, and record-keeping
• Support ad-hoc projects and special initiatives as requested

Personal & Lifestyle Support (as needed)

• Assist with select personal matters such as appointments, events, and household-related coordination
• Interface with vendors, service providers, and external partners on behalf of the principal(s)

QUALIFICATIONS

• 5+ years of experience as an Executive Assistant, ideally within a family office, investment firm, private equity, or similar high-performance environment
• Exceptional organizational skills and ability to manage multiple priorities with minimal supervision
• Strong written and verbal communication skills
• High level of emotional intelligence, professionalism, and sound judgment
• Proficiency in Microsoft Office, Google Workspace, and scheduling tools
• Flexible mindset and willingness to adapt to evolving needs
• Legally Authorized to work in the United States
• Must provide professional references and pass an extensive background check
• Must be local to the Bay Area, or planning to relocate already - no relocation assistance is offered
• Access to a reliable vehicle and a valid driver's license

PERSONAL ATTRIBUTES

• Proactive, resourceful, and solution-oriented
• Calm under pressure with a strong sense of ownership
• Detail-oriented with a commitment to excellence
• Trustworthy, discreet, and respectful of confidentiality

BENEFITS

• Medical, dental, and vision insurance (100% of employee premiums covered, 50% dependent premium coverage for medical, dental, and vision)
• SIMPLE IRA with up to 3% employer match
• 120 hours paid vacation per year (carry over cap of 210 hours)
• 72 hours paid sick time per year
• 11 paid company holidays
• Plus more!

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.

Job Status

This position is currently on hold and not actively accepting applications.