Family & Household Assistant

DM Estate Staffing•Piedmont, CA

2d•Onsite

About The Position

A busy, active family is seeking a highly organized Family Administrative Assistant to serve as the operational backbone of their household. You will work collaboratively with a team to manage complex family logistics and daily routines. This role is ideal for a discreet, service-driven professional with private residence experience who thrives on anticipation and staying two steps ahead. A positive, "can-do" attitude is essential, as priorities frequently evolve. About the Family: This dynamic UHNW private family consists of two working parents with demanding careers and three active children with full and engaging schedules. The family values having a reliable, detail-oriented team who can help balance family life and day-to-day logistics. The household is positive and fast-paced, with a strong sense of respect, warmth, and privacy. They’re seeking a super star professional who will become a trusted, long-term partner and integral part of the team.

Requirements

4-5 years of personal and/or household assistant work, ideally in a private household or family setting.
Naturally organized and detail-oriented, with a knack for anticipating needs
Ability to multi-task, adapt to a variety of tasks, prioritize and pivot when needed.
Friendly, professional, and adaptable, a true team player.
Calm and solution-focused when plans change.
High EQ and excellent interpersonal skills; professional warm and gracious demeanor.
Interested in building a strong partnership with the support staff by encouraging collaboration, sharing responsibilities, and supporting each other to enhance overall team performance.
Proactive, self-directed, solutions-oriented and comfortable in a fast paced, evolving environment.
Manages special requests with professionalism and care, providing thoughtful, detail-oriented assistance while approaching all responsibilities with a proactive, no-task-too-small mindset.
Demonstrates the highest level of integrity, trustworthiness, and discretion in handling all sensitive and confidential family information, maintaining strict confidentiality and sound professional judgment at all times.
Tech-savvy and comfortable using G suite; email, calendars, spreadsheets, Microsoft Office and Nines Estate Management System.
Possess a valid driver’s license and reliable transportation.
Must be local to the Bay Area – no exceptions.
Must be legally authorized to work in the US.

Responsibilities

Supporting the principals with various business needs and personal projects.
Masterfully manage a complex calendar; the medical, dental and personal appointments, sports and extra curricular activities, anticipating needs of the family.
Providing "taxi" services for school pickups and extracurricular activities.
Register and track after school and summer camp activity registrations for the children and annual renewals for memberships and clubs.
Help plan and execute private events, meals, birthdays and holidays. (Examples; catering, florals, gifting, guest management, hotel room blocks.)
Help support ad hoc projects. Research, task management with a results and solution oriented focus.
Manage personal errands, shopping, wardrobe, gift sourcing and other lifestyle needs with a strong understanding of family preferences while treating the principals as clients.
Assist with the mail room organization and upkeep, sorting and tracking of mail and packages. Handling returns when needed.
Work with housekeepers to keep the house tidy.
Working with the household staff to make sure supplies are ordered and backstocked appropriately.
Assist the chef in shopping, ordering groceries, and meal prep when needed.
Keep track of receipts, invoices and household records in an organized manner and upload to the estate management system.
Coordinate with the Chief of Staff and Estate Operations/ Household Manager to make sure operations and daily flow is calm, discrete and seamless.