EPA Calendar to Coordination Lead Context

The role is fully remote, full-time, Pacific hours, with periodic travel to Montecito.

Private family office supporting a family in their late 40s with children at home, primary residence in Montecito, seven properties (3 high maintenance, 1 medium, 1 low, 1 no maintenance yet)
Existing support team: two personal assistants handling on-the-ground work, events, guests, and travel, plus a fractional junior administrative assistant who executes online calendar and appointment work but does not lead it.
The principals operate asynchronously and are tech-forward. A daily running open-questions and action-items document goes to them by email; they reply by email or voice memo. Asana is the team’s workflow system.
This person will report to the Director – not the principals!
This might sound complicated, but if you have been in this position before – it will be simple!
No one owns the calendar end to end, and no one owns the downstream ripple. When a personal appointment moves, someone has to know about and action the downstream tasks – the HK team needs to prep the room at a different time, the chef needs to adjust lunch service, the PA needs to greet the appointment, text reminders to the team need to change, and follow-ups post-appointment need to be updated and actioned. That air traffic control function – calendar ownership, flawless execution of principal preferences, routing information across the team – is the role.

Please let us know if you have handled several calendars, have worked for a family office, and understand the workings of a role like this. Asana is a must!
Please let us know if you are interested.
claudia@thehelpcompany.com

A wonderful client is seeking an exceptional Personal Assistant to join his growing Los Angeles team. The principal maintains multiple residences across the country and divides his time primarily between Los Angeles and the Rocky Mountains, with regular time on the east coast and another CA property as well. The family has school aged children, and the principal’s schedule can change quickly. The ideal candidate is highly organized, discreet, proactive, and comfortable providing sophisticated, high-touch service in a fast-paced environment.

Responsibilities
• Provide comprehensive personal support to the principal, anticipating needs and managing details from start to finish.
• Manage a dynamic calendar, appointments, reservations, travel, transportation, and changing daily logistics.
• Coordinate domestic travel, private aviation, drivers, and last-minute itinerary changes.
• Support family logistics, including school schedules, activities, and travel.
• Coordinate personal errands, purchases, gifts, deliveries, and special requests.
• Assist with private dinners, events, and entertaining.
• Serve as a key liaison between the principal, household staff, family office, vendors, and service providers.
• Track follow-ups and special projects to ensure nothing falls through the cracks.
• Maintain a detailed understanding of the principal’s preferences, routines, and standards.
• Work closely with teams across the properties to maintain consistency across properties. Including reporting into Senior Executive Assistant on the east coast.
• Provide occasional travel or coverage between properties and for special events.

Ideal Candidate
• 3–5 years of recent, comparable professional experience, supporting an affluent principal, family, executive, entrepreneur, or similarly demanding client.
• Exceptionally discreet, organized, proactive, and detail-oriented.
• Strong judgment and the ability to anticipate needs rather than simply react to requests.
• Comfortable with frequent changes, last-minute requests, and a non-traditional schedule.
• Warm, polished, personable, and service-oriented without being overly formal.
• Tech-savvy and comfortable with Google Workspace and other household family-office systems.
• A hands-on problem solver who is willing to jump in wherever needed.
• Able to work collaboratively with a large, sophisticated household team.
• Willing and able to travel occasionally between properties.
• High emotional intelligence, low ego, and a strong sense of discretion.

Compensation to Benefits
• $130,000 – $160,000 a year (inclusive of overtime,) based on experience
• 3 weeks PTO
• Employer-paid PPO health insurance
• Dental and vision coverage
• 401(k) with 3% employer match
• Opportunity to join a growing UHNW household during an exciting period of expansion

The Environment
This is a high-service, high-expectation household, but the culture is intentionally warm and approachable. The principal values people who are hungry, ambitious, flexible, hardworking, and genuinely enjoy service. This is not a traditional 9-to-5 role. The schedule can shift significantly depending on travel, family needs, events, and the principal’s changing plans. The right person will embrace that flexibility and take pride in making a complicated day feel effortless.

Please have 3-5 years (minimum) of recent, comparable experience to be considered. You’ll need to have a clear background check, glowing references and a go getter personality to be the right match. This team is hard working, but also likes to laugh while at work – it’s important that you have a sense of humor but also understand how to read a room and give your boss space. This is an amazing family!

If you are the perfect match, please write naomi@thehelpcompany.com

A pilot and her retired husband are looking for a great personal assistant, part time, ideally Tuesdays and Thursdays from 9-5. They do not have any pets. It’s a combination of sometimes driving him to doctor’s appointments, gasing the cars, helping with travel planes, coordinating private travel for them and whatever comes up!

Please write naomi@thelpcompany.com if you are interested and available! Please have at least 3-5 years of recent experience.

We are looking for a warm, capable, highly organized Family Assistant Junior House Manager to join a wonderful, established household team on the Westside of Los Angeles. This is a hands-on role focused primarily on the family, children, and day-to-day needs of the home. The right person genuinely enjoys making a busy household run smoothly, has excellent instincts, notices the little things, and naturally thinks a few steps ahead.

You’ll work closely with the family’s Executive Assistants and Nanny, so collaboration, communication, and follow-through are essential. We’re looking for someone who can manage their own task list, stay on top of multiple moving pieces, provide clear updates, and proactively communicate what’s been completed or needs attention.

Schedule to Compensation
• Monday–Friday: Typically 9:00 AM–5:00 PM, with some flexibility based on the family’s schedule
• Weekends: Approximately 1–2 Saturdays or Sundays per month
• Compensation: $35–$45 hour, depending on experience
• Overtime: Approved overtime paid as applicable
• Benefits: Provided
• Time Off: Standard holidays off; the holiday season is an especially active time for the household

Responsibilities
Family to Children
• Drive children to from school, sports, appointments, playdates, camps, and activities
• Help keep children’s schedules, belongings, and daily routines organized
• Coordinate with the Nanny and step in to assist when needed
• Organize backpacks, uniforms, sports equipment, school materials, and children’s spaces
• Prepare occasional snacks simple meals and assist with birthdays, gifts, and special occasions

Home to Household
• Manage household and children’s supplies, shopping, returns, dry cleaning, packages, and errands
• Coordinate with vendors and service providers
• Support organization of closets, storage, children’s areas, gifting supplies, and household systems
• Maintain a strong eye for detail, presentation, and what can be handled proactively
• Assist with occasional pet-related needs; candidates must genuinely enjoy being around animals

Gifting, Entertaining to Holidays
• Support birthdays, dinners, gatherings, and family celebrations
• Assist with holiday gifting, including sourcing, purchasing, wrapping, shipping, and deliveries
• Help with décor, parties, entertaining, and preparing the home for guests
• Bring creativity, great taste, and attention to presentation

Travel to Special Projects
• Prepare for family travel, including packing unpacking, lists, children’s belongings, and travel essentials
• Occasional domestic and international travel with the family may be required
• Assist Executive Assistants from time to time with reservations, appointments, research, scheduling, errands, and special projects

Who We’re Looking For
We’re seeking someone who is proactive, polished, warm, discreet, resourceful, and extremely organized. Previous experience with children is highly preferred, particularly as a Family Assistant, Personal Assistant, Junior House Manager, Nanny Family Assistant, or in a private household.

You should have:
• Excellent communication, follow-through, and task-management skills
• Strong organizational instincts and attention to detail
• Great taste and an appreciation for presentation
• A hands-on, can-do attitude and ability to anticipate needs
• Excellent judgment, discretion, and flexibility
• Ability to manage multiple priorities in a busy private home
• Valid driver’s license, clean driving record, and reliable transportation
• Valid passport and willingness to travel occasionally with the family
• Genuine comfort with and affinity for pets

Above all, we’re looking for someone who is kind, dependable, low-ego, and genuinely enjoys being part of a team. This is a role for someone who takes pride in making life easier for the people around them and wants to become a trusted part of a great household.

Please write naomi@thehelpcompany.com if this is you!