Estate Manager

Overview

Estate ManagerPrivate Residence · Palo Alto, CaliforniaFull-Time

A growing family is settling into their new home in Palo Alto, California and is looking for an Estate Manager to help bring everything together. The property includes a 14,000 square foot, three-story main residence and a guest house on one acre, with a short punch list of light finishing work underway. As the first key hire for the household, you'll set up how the home runs, build and lead a small team, and become the go-to person for vendors, projects, and day-to-day operations. With extended family expected to visit and stay often, you'll keep the home organized, welcoming, and running smoothly for everyone.

This is a highly tech-forward home, so a real comfort with technology is essential. The family is passionate about AI and automation, and the ideal candidate shares that curiosity, uses AI tools in their own work, and is excited to find new ways to make the household run more efficiently. You'll be a natural leader who communicates easily, learns quickly, and enjoys building something from the ground up. We're looking for someone with solid estate management experience and the energy and ambition to grow with the family over the long term.

The Property

• 14,000 square foot main residence on three floors
• Guest house
• One acre of grounds
• Fully automated home on a Control4 system

Key Responsibilities

• Oversee the day-to-day operations of the main residence, guest house, and grounds
• Manage the home's Control4 system and integrate new technology and smart home features as needs evolve
• Bring AI tools and automation into household systems, communication, and workflows
• Complete the current punch list and manage future maintenance and home projects
• Source, vet, and manage vendors and service providers, building a reliable local network
• Coordinate existing services, including pool care, gardening, and a part-time cleaning team
• Lead the hiring, onboarding, and management of household staff as the team grows
• Work closely with the family's nanny and support the household as the family expands
• Create and manage a preventative maintenance calendar for the home and its systems
• Manage groceries, household supplies, and inventory
• Plan and coordinate family events, holidays, and visits from extended family
• Provide light personal assistant support, including travel and hotel bookings for the family
• Lead organizational projects throughout the home
• Travel occasionally ahead of the family to prepare second homes or rental properties
• Keep the family informed through clear, timely updates, often by text

Qualifications

• 3 to 5+ years of experience as an Estate Manager, House Manager, or in a similar role
• Strong technical skills, with hands-on experience managing smart home systems. Control4 experience is a strong plus.
• A real understanding of AI tools and how to apply them in daily work – this is critically important!
• Experience managing vendors, contractors, and home projects
• Experience hiring, training, and leading household staff
• An established network of Bay Area vendors and service providers is a plus
• Highly organized, with the ability to manage many priorities at once
• A clear, responsive communicator who is comfortable coordinating by text
• A quick learner who enjoys building systems and improving them over time
• Discreet and respectful of the family's privacy
• Available Monday through Friday on-site, with flexibility as the household's needs change
• Able to travel occasionally
• Legally authorized to work in the US
• Within a commutable distance to Palo Alto - no out of area candidates will be considered
• Able to undergo a thorough background check and provide excellent references

Compensation and Benefits

• $165,000 to $200,000+ annual base salary, depending on experience
• Healthcare coverage for employee only
• Paid vacation
• Paid sick days
• Access to a retirement plan
• Bonus potential

 

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

Actively Seeking Applicants!