los angeles area

Personable Executive Assistant needed to Co Run Top Family Office in Los Angeles

Open

Posted : 01/17/23

One of our best clients is looking for a wonderful Executive Assistant to join their team! We would love to find an experienced C Suite Level Executive Assistant from another Family Office, or CEO’s office. You are used to, and enjoy working on a team of assistants to make sure your boss gets everything she needs! We love to see longevity in each prior role on your resume, ideally you have at least 5+ years of experience!

You will work Monday-Friday at the West LA property, about 50+ hours a week. We are looking for a positive, bright, flexible, self starter who thrives in taking initiative and being a team player. The ideal candidate has at least 3-5 years of Executive Assistant experience in a fast paced creative environment. The idea of working in a gorgeous estate daily is exciting! You are confident on all apple products, Google Suite and a master with all things organization! You have a lovely, positive and warm demeanor – and the most sharp organizational skills. You could be on the US President’s Executive Assistant team with how sharp you are, but you prefer to be in sunny CA! Ideally, you live in West LA, not too far from your new dream job! Please have your Covid vaccines.

Job Description
Job Title: Executive Assistant to the Principal
Responsible to: Estates Manager
Location: Los Angeles (travel as needed)

Purpose:
Your primary responsibilities involve the exercise of independent judgment in managing the Principal’s needs and supporting all facets of the Principal’s contacts. You will work directly with the Principal and very closely with the Estates Manager. You will be an integral part of the house management team and the conduit to the Principal for all internal and external entities. In addition, you will be responsible for managing the calendar and all of the day-to-day duties. You must be proactive and able to communicate effectively to the Principal and the wider team at all times.

The position will include, but will not be limited to, the following tasks:
• Coordinate all aspects of Principal’s work, projects, family life and calendar
• Working directly with Principal to plan, develop, present and guide projects through from ideation to completion
• Assist with deliverables and manage deadlines from many sources both internal and external
• Assist with all aspects of Principal’s art projects: including but not limited to: Art Studios, communications with legal teams and the movement of Art both nationally and internationally
• Research and manage the Principal’s various diverse projects as needed
• Coordinate and assist with all Foundation initiatives
• Acting liaison between all contacts and the Principal
• Managing and coordinating the daily calendars of Principal: holistic overview of calendar at all times
• Planning appointments and events: coordination of all calendared events from beginning to end and all that they encompass
• Act as the point of contact between Principal and Employees, Family and external Associates
• Create regular reports and communicate all to Principal and Estates Manager
• Liaise and work closely with Prinicpal’s travel team and manage all internal Family Office travel communications
• Coordinate and manage cargo and luggage coming on and off aircrafts and boat
• Coordinate Family and Guest plans, convey to appropriate parties when traveling, or at home, and direct the wider team in making/finalizing plans
• Coordinate with Principal’s team on all Family gifting: direct and manage the implementation of annual gifting
• Manage Principal’s phone calls, emails and text communication: streamline systems
• Respond promptly to Principal’s and Managers’ queries
• Facilitate internal communication between all departments as needed
• Clear communication of new standards, resources and inventories to entire management team
• Direct IT team on support and implementation of Principal’s IT needs
• Facilitate and contribute ideas to the organization in any way in which we might improve
• Travel as needed

Key skills required
Planning and delivering results
• Clear communication
• Ability to plan and organize
• Ability to delegate
• Excel in time management
• Flexibility

Problem Solving/Decision Making
• Analytic ability
• Decisiveness
• Sound judgment
• Ability to prioritize and manage demands from multiple sources

Extremely competitive pay! This is an hourly + OT position, with guaranteed minimum of hours. SIX FIGURE position (DOE) plus incredible HEALTH INSURANCE & 401k program! This is a very special position, we are looking for the best out there!

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