Location: Santa Monica, CA (Remote On-Site Flexibility)

Hours: Part-Time, Approx. 10 hours per week

Compensation: Competitive, based on experience

About the Role:

Our client, a high-profile couple based in Santa Monica, is seeking an experienced and highly organized Executive Assistant to work as a Lifestyle Curator. This role is designed for a resourceful, detail-oriented individual who thrives in a fast-paced environment and is passionate about curating exceptional experiences. The ideal candidate will possess a high emotional intelligence (EQ) and a sophisticated understanding of luxury travel, events, and personal management.

Key Responsibilities

Travel to Event Coordination:

◦ Plan and book travel, including private jets, liaise with pilots, and manage all details of travel arrangements.
◦ Research and book luxury accommodations, ensuring the perfect room configurations for the couple’s needs.
◦ Create detailed, customized itineraries for domestic and international trips, including restaurant reservations, activities, and transportation.
◦ Handle all aspects of event planning, from hiring caterers to securing the best venues and managing on-site logistics.

Relationship Management:

◦ Leverage an established network of Maitre D’s and vendors to secure exclusive restaurant reservations and event access.
◦ Cultivate and maintain relationships with top-tier service providers, ensuring priority service and access to high-demand venues.

Detailed Documentation:

◦ Create and maintain visually appealing PowerPoint presentations that summarize trip details, itineraries, and highlight memories from past trips.
◦ Archive all documents and resources related to the couple’s experiences for easy reference.

Calendar to Task Management:

◦ Maintain and manage the family’s calendars, ensuring all appointments, travel, and events are seamlessly coordinated.
◦ Track important dates (birthdays, anniversaries, etc.) and proactively flag upcoming events and deadlines.
◦ Manage day-to-day tasks, including running errands, scheduling vendors, organizing vehicle maintenance, and purchasing flowers or gifts.

Administrative Support:

◦ Assist with various personal tasks, including handling family communications, managing to-do lists, and organizing everyday logistics.
◦ Be proactive in anticipating needs and ensuring no detail is overlooked.

Qualifications:

Experience:

◦ 3plus years of experience as an Executive Assistant, Personal Assistant, or Lifestyle Curator.
◦ Extensive experience in booking luxury travel (including private jets and hotels) and coordinating high-end events.
◦ Proven ability to create and manage detailed itineraries, travel logistics, and vendor relationships.

Skills to Abilities:

◦ High Emotional Intelligence (EQ), with the ability to anticipate and adapt to the family’s needs.
◦ Strong relationships with high-end vendors, including Maitre D’s, caterers, and luxury service providers.
◦ Exceptional organizational skills, with the ability to handle multiple tasks and manage competing priorities.
◦ Proficient in Microsoft Office Suite (especially PowerPoint) and Google Workspace; familiarity with project management tools is a plus.
◦ Attention to detail and a ‘no job too big or small’ mentality.

Personal Attributes:

◦ A person with taste, style, and discretion.
◦ Resourceful, proactive, and capable of making decisions with minimal direction.
◦ Excellent communication skills, both verbal and written.
◦ Ability to manage a flexible schedule, with an understanding that responsibilities may vary depending on the couple’s needs.

Dynamic client with a busy career and robust family life is looking for a new personal assistant to add to the current team! There are two Executive Assistants currently, this role is to manage all personal needs and support the team. Please have experience from a fast paced environment, it would be great if you have worked at a talent agency or record label. We would love to see that you have at least 2-3 years of experience post college.

– Gift Management – Fully Execute – Research, Purchase, Wrap plus Send – Log in inventory
– Day-to-Day Administrative Duties – phones, reservations, office management, errands
– Work closely with other assistants and take on projects as needed
– Meet plus greet guests
– Manage various inventories
– Monthly Expense Reports
– Assist with travel prep
– Personal Duties – organize work areas, stock toiletries, order various items, pack bags, car cleaned plus serviced

EXPERIENCE
Bachelor’s Degree Required
2-3 Years of Experience as PA EA in music industry
Highly Proficient in Google Applications – Sheets, Doc, Calendar
Proficient in Apple Products
Attention to detail
Excellent Communication Skills – Verbal plus Written
Excels in fast-paced environment
Discreet
Organized
Be able to read the room
Respond in after hours
Aware of key industry players

REPORTING
Report to main EA

SCHEDULE
Monday to Friday
In person every single day
9am – 6pm
Events Concerts etc. will expect additional in person hours

LOCATION
Beverly Hills

DETAILED RESPONSIBILITIES:

PERSONAL
• Make sure car is clean, charged and stocked – daily
• Print schedule – daily
• Clean office and master area – daily
• Order clothes as necessary
• Prep essential items as necessary – med bag, backpack, suitcase
• Stock essentials (toothpaste, razors, etc) as necessary
• Make reservations as necessary
• Drive principal to meetings
• Prep house plus greet guests for meetings
• Check tech is up to date
• Make sure insurance and registration up to date

TRAVEL
• Advance all details of travel – info on hotel, surrounding area, etc.
• Check in with drivers greeters in real time – manage all travel changes and work with team on details

PHOTO
• Scan photos and kids projects
• Reach out for photos from events, etc. – for originals files
• Take as many photos of fam as possible
• Rename files, tag metadata and upload to computer
• Remover duplicates
• Add best photos to shared item
• Make sure nannies are taking photos and sharing to album
• Download nanny photos – rename files, tag and upload to computer
• Make sure memory cards mirror files on computer
• Computer and hard drive maintenance plus upgrades
• Photoshoots videos for specials days
• Make sure art and photos are scanned and archived properly
• Cleanup old devices, make sure back-up and cleaned
• Send weekly reports of how many photos taken and how to improve

ART
• Maintain database of pieces
• Monitor art for upkeep – see if plexiglass needs to be replaced, backing, etc.
• Add art to inventory as it comes in, research info for log, scan certificates and add to dropbox, file as necessary
• Get new art framed
• Research upcoming auctions – flag as necessary
• Upcoming – upgrade art storage at house?

GIFTS
• Research gifts for birthdays, misc. and holidays
• Fully execute – approval, order, frame, wrap, do card and send arrange for delivery
• Track all in gift list – outgoing and received

MISC
• Organize loose items – CDs, awards, etc. – put in new containers, label and log
• Upcoming – Garage renovation for more storage at house and for items to all be in the same place
• Create invite or merch ideas as necessary
• Help around the house as necessary – event prep, errands, etc.
• Expenses

Please let us know if you are their dream candidate! Client is offering $40-45 an hour, DOE plus medical, dental, vision and 401k after a year. This is a great early career role to get amazing hands on experience and work with a great group!