Executive Assistant/Personal Assistant

$115,000 - $145,000/Yr

Private Family Estate - Santa Monica, CA

Full-time - Mid Level

Santa Monica, CA

About the position

The Sr. Executive Personal Assistant will support a multi-departmental leadership team, acting as a liaison between them and the rest of the organization. This role requires a highly organized and focused self-starter who can prioritize tasks autonomously in a fast-paced environment. The assistant will manage high-volume scheduling, coordinate meetings, and maintain communication with senior leadership and external contacts, ensuring efficient task completion and discretion.

Responsibilities

• Notetaking for all meetings with superior followup and ability to identify action items and initiate next steps
• Coordinate and maintain high volume scheduling for relevant meetings, events, appointments, speaking engagements, travel arrangements, etc
• Email management, including flagging essential messages for review
• Work closely with the CEO, Chief of Staff, and executive leadership to keep them informed of upcoming commitments and follow up as necessary
• Quickly schedule as well as set up internal and external meetings virtually, in person or via any other required format
• Uphold a high level of discretion and confidentiality
• Adapt and solve any conflicts or blockers quickly and effectively
• Remain highly responsive
• Stay up-to-date on what is culturally and socially relevant in the world
• Collaborate across multiple departments to ensure the most consistent scheduling arrangements and to relay to relevant parties
• Maintain and manage several automations and workflows and assist with Airtable, Slack and Teamwork and other platforms
• Assist on Special Projects as needed

Requirements

• Minimum Bachelor's degree required
• 5+ years coordinator or executive assistant experience is required
• Project management certification a plus
• Proactive self starter with a high attention to detail
• Superior ability to identify and follow up on action items and tasks
• Ability to pivot with frequently changing priorities, remaining fast and flexible at all times
• Robust experience handling heavy calendaring and project coordination
• Enjoy working in an office environment as well as on the go
• Strong organizational skills while managing multiple projects and deadlines
• Confidence and positivity and the ability to thrive under pressure
• Excellent judgment, critical thinking, and decision making skills
• An open and ego-less communication style and experience collaborating cross functionally
• Excellent verbal and written communication skills
• A service oriented mindset
• Tech-savvy attitude with a thirst for learning new things
• Prior experience working with automations and workflows a plus
• Knowledge of CRMs and database management a bonus
• Bachelor's Degree or equivalent experience
• Experience supporting C-suite preferred but not required
• Flexible and happy to work outside traditional hours to accomplish the family office goals
• Able to work 4 days minimum in office

Nice-to-haves

• Prior experience working with automations and workflows a plus
• Knowledge of CRMs and database management a bonus
• Experience supporting C-suite preferred but not required

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off