los angeles area

Second Executive Assistant needed for the most special Philanthropic Creative Family Office Principal


Posted : 07/03/23

We have a very special client, who is looking for the best Executive Assistant to join her strong and special team. This will be a dual role, two Executive Assistants will share the responsibilities to ensure there is always coverage for all that changes on a day to day basis. We are looking for someone with a big heart, who cares about the smallest and biggest details, and is OCD organized. You understand that you are here to make things run smoothly, and you are excited to join one of the most special teams!

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

This job has been filled.

This job has been filled, but feel free to checkout some of our other open postings!

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