Personal Executive Assistant

$75,000 - $90,000/Yr

William Ray Valentine - San Clemente, CA

Full-time - Entry Level

San Clemente, CA

Professional, Scientific, and Technical Services

About the position

The Personal Executive Assistant position at WRV involves providing high-level administrative support directly to the President. This role is designed for a highly skilled and flexible team member who can handle a variety of complex and confidential tasks. The assistant will be responsible for managing travel arrangements, which includes developing and managing detailed itineraries for both domestic and international trips. This requires meticulous planning and execution of travel logistics, including accommodations, ground transportation, and addressing any issues that may arise during travel. The position also entails maintaining travel records, updating itineraries, and preparing travel-related correspondence. In addition to travel coordination, the Personal Executive Assistant will assist with various administrative tasks, such as office setup and preparation, meal planning for the Founder, and supporting the management of the Founder's personal affairs, including caring for animals during the business day. The role requires a proactive approach to anticipating and resolving the needs of the President, demonstrating strong interpersonal skills and the ability to multi-task in a fast-paced environment. The assistant must be adaptable and flexible, as the work environment can change frequently, and the position may involve long hours, early mornings, and being on-call after hours. The ideal candidate will be a self-starter who can complete daily duties with minimal supervision and is comfortable working in various settings, including home, office, and on the road. This position requires a strong sense of professional integrity, confidentiality, and the ability to work effectively in diverse environments, including business offices, hotels, and vacation homes. The assistant will also be expected to lift and move items as needed, demonstrating physical capability in addition to administrative skills.

Responsibilities

• Develop and manage detailed travel itineraries for domestic and international trips.
• Manage travel-related tasks, including accommodations and ground transportation.
• Assist with administrative tasks such as maintaining travel records and preparing correspondence.
• Translate and organize hand-drawn and handwritten notes into electronic formats.
• Set up and prepare the office, including conference room arrangements.
• Plan and prepare meals and snacks for the Founder as requested.
• Support the management of the Founder's personal affairs, including caring for animals.
• Provide support for party planning at the Founder's residences and vacation locations.
• Work within internal administrative systems to ensure organization and efficiency.
• Handle other tasks, duties, and projects as assigned.

Requirements

• Bachelor's Degree preferred or at least 5 years of related administrative experience.
• Strong interpersonal skills and the ability to multi-task in a fast-paced environment.
• Adaptability and flexibility in response to constant demands and changes.
• Team-oriented, enthusiastic, and proactive in anticipating needs.
• Absolute precision and attention to detail with high quality control capability.
• Excellent administrative skills with a proven understanding of support functions.
• Ability to remain flexible and re-prioritize tasks as needed.
• Excellent organization and time-management skills.
• Strong verbal and written communication skills, including proofreading.
• Basic mathematical skills, particularly with Excel spreadsheets.
• Strong research and reporting skills.
• Proficient in computer and electronics skills, including iOS and Microsoft Office programs.

Nice-to-haves

• Experience with OmniGraffle, Dropbox, Slack, and Monday.com.
• Comfortable around dogs and horses.

Benefits

• Flexible schedule