Personal & Executive Assistant (Hybrid)

Full-time - Entry Level

Santa Monica, CA

About the position

This role supports two mission-driven organizations: Joffe Emergency Services is a leader in school and organizational safety, providing emergency preparedness, medical response, and crisis management solutions. The Approach Group partners with independent schools and nonprofits to strengthen governance, develop effective leadership strategies, and enhance training programs. Together, these organizations empower schools and organizations to operate safely and effectively with strong leadership at the core. We are seeking a highly skilled Personal & Executive Assistant (PA/EA) to support both the CEO of Joffe Emergency Services (Los Angeles-based, in-person PA role) and the Founder of The Approach Group (East Coast-based, remote EA role) with approximately 50% of time allocated to each. This is a multifaceted position that requires exceptional organization, discretion, and adaptability to manage both executive and personal responsibilities across different time zones.

Responsibilities

• Provide direct personal and household support to the CEO.
• Manage personal scheduling, travel arrangements, and household/vendor coordination.
• Order and maintain household supplies, coordinate repairs with handyman or landlord, and oversee general upkeep.
• Run errands such as grocery shopping, picking up/dropping off items, tracking mail/packages, depositing checks, and purchasing gifts.
• Cook or prep meals, handle laundry, dishes, and general tidying.
• Walk, feed, and transport the CEO’s small dog to vet/grooming appointments.
• Arrange car washes, refueling, and basic vehicle maintenance as needed.
• Assist with packing/unpacking for trips and stay at the CEO’s home while he’s away.
• Provide occasional airport drop-offs/pickups.
• Maintain a household manual with key contacts, vendors, and procedures.
• Provide high-level administrative support to the Founder, including calendar management and scheduling.
• Manage email correspondence, follow-ups, and document preparation.
• Assist with research, reporting, and presentation development.
• Coordinate travel logistics and event planning.
• Serve as the primary point of contact for external stakeholders.
• Oversee special projects, strategic initiatives, and operational support tasks.

Requirements

• Must be based in Los Angeles, CA to support the CEO in person while managing remote tasks for the Founder.
• Minimum 1-3 years in an administrative role.
• Experience working with C-suite executives, entrepreneurs, or founders preferred.
• Exceptional organizational and multitasking skills.
• Strong written and verbal communication.
• High discretion and confidentiality in handling sensitive matters.
• Proficiency in Google Suite, Zoom, and task management software.
• Strong problem-solving skills and ability to anticipate needs.
• Ability to work across time zones and adapt to a fast-paced environment.
• Valid CA driver’s license and operational vehicle.

Nice-to-haves

• Experience in education, nonprofit, safety, or mission-driven organizations is a plus.

Benefits

• Competitive salary
• Professional development opportunities