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Full-Time Administrative Assistant at DM Estate Staffing

Fully Remote (West Coast Based)

40 hours per week guaranteed: Monday-Friday, 9:00 am-5:30 pm PT

DM Estate Staffing is a boutique private household and family office staffing firm serving clients nationwide. We make long-term matches between exceptional private service professionals and the families they serve, and we care deeply about doing it well. We are looking for a full-time Administrative Assistant to support our recruiting team and keep the details of our business running smoothly.

This role is the backbone of our daily operations. You will be the friendly first point of contact for many of our candidates, the steady hand behind our documents and reports, and the person who makes sure nothing falls through the cracks. You will often work in partnership with our long-term East Coast- based Administrative Assistant, so a partnership mentality is key. We are looking for someone cheery and vibrant who can make every candidate feel valued and heard, even when we may not have an open role for them at the moment, and who is equally sharp and polished when conducting reference calls.

Tech-savvy is essential. Our days involve scheduling, formatting documents, populating spreadsheets, pulling data, updating files, and working on a variety of platforms, including Slack, DocuSign, Adobe, Google Suite, Mailchimp, WordPress, and iCIMS. You must be exceptionally organized and comfortable in a fast-paced environment, with the ability to quickly pivot between tasks. Ideally, you understand our niche industry and bring strong administrative experience, discretion, and real pride in follow-through.

This is a fully remote role; however, we are looking for someone based on the West Coast who is able to work West Coast business hours.

Responsibilities:

Recruiting Support

• Format and polish candidate resumes for client presentation
• Schedule interviews on behalf of our recruiters 
• Schedule check-ins for the recruiting team once candidates are placed
• Conduct and document reference calls, and verify letters of recommendation
• Conduct background checks as requested 
• Serve as Candidate Ambassador, providing a welcoming and professional experience for candidates throughout the process

Documents & Process

• Facilitate document signatures and track completion
• Manage the backlog process and keep candidate records current
• Prepare various reconciliation reports
• Update and maintain roster information
• Pull data from our CRM to better track our performance
• Send and track gifts
• Write and mail handwritten note cards
• Provide support with ordering team swag or gifts as needed
• Ad hoc research projects
• Ad hoc data pulls

Marketing & Communications

• Support WordPress site updates
• Manage Mailchimp projects, including e-blasts, list pulls and cleanup, and holiday card sends

Team & Client Touches

• Coordinate and track birthday and anniversary gifts for team members
• Coordinate and track client gifts and donations as needed

Qualifications:

• Must be legally authorized to work in the United States
• Must be based on the West Coast; this is a hard requirement, as the role requires working West Coast business  hours
• Minimum of 5+ years of administrative assistant experience, ideally in a household, family office, or luxury hospitality setting - familiarity with luxury service is very important 
• Must be tech savvy and comfortable across multiple platforms, including Slack, DocuSign, Adobe, Google Suite, Mailchimp, Wordpress, and iCIMS
• Must have strong employment references and be willing to undergo an in-depth background check

Compensation:

• $30+ per hour
• Health insurance: We offer up to $1,000 per month towards our employees' Blue Shield plan
• Retirement Plan: 401 (k), up to 5% company match
• 20 paid vacation days per year
• 5 paid sick days per year
• Major holidays off, paid
• $2,000 education allowance - recruiting/admin related
• Discretionary Bonus: year-end
• Cell phone and laptop provided
• Join a friendly, professional, and positive team!

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.