Job Description – Estate/House Manager
We are seeking a full time Estate Manager in Santa Monica, CA. Candidate must have impeccable references and great communication skills. Candidate must be an excellent problem solver, detailed oriented, pro-active, self-driven, motivated and kind.
Estate Manager is responsible for all operational management of Principles’ main residence plus various other properties. Estate Manager will work closely with Principles to ensure smooth day to day operations and implementation of all items on on going list. Manager will lead on all hiring and training of staff. Looking for someone who can wear many hats and approach each job, whether big or small, with the same degree of professionalism and excellence.
Operations
· Household Procedures: complete oversight of Principle’s homes; ensuring consistency of standards, procedures and services
· Staffing: hiring, training, reviewing and monitoring performance, staff schedules
· Purchasing
· Event planning and execution
· Ensuring homes are always well organized and stocked
· Project management
· Vendor management
· Knowledge of construction: project and budget oversight
· Scheduling: vendors and family day-to-day
· Legal; oversight of contracts etc
· Expense management; includes bill payment approval, payroll, credit card consolidation
· Acting as point of contact for family at all times
· Overseeing all estate maintenance both interior and exterior
Key skills required
· Ability to plan and organize
· Ability to delegate
· Analytic ability
· Decisiveness
· Sound Judgement
· Ability to prioritize
· Ability to motivate
· Negotiation skill
· Resilience
· Humility
· Flexibility

West Hollywood based office is looking for an entry level PA to help with general admin duties, errand running, driving to the warehouse in DTLA and assisting on fashion shoots. We would love a college graduate with 1-2 years of experience as an assistant, social media knowledge, tech savviness and a love for fashion. This is a great opportunity to learn and grow! Typical schedule is Monday-Friday, 9am-5pm with occasional late nights if they are in production.

This position is a 52k/year salary DOE, mileage reimbursement and paid holiday time off.

We are looking for a polished, articulate, and sophisticated executive assistant for a private family office. PLEASE NOTE this is not a position for an artist as that would be a conflict of interest for the principal. The Brentwood office is beautiful, and everyone is well educated, so it is a wonderful place to work. Seeking a wonderful person with an art history background, possibly a masters in Art. This is to work for a private family foundation in Santa Monica managing the art, inventory lists and other tracking sheets. Wonderful references are a plus. Schedule 3 days a week Please be flexible with the hours- 8:00-5:00 pm/ 9:00 -6:00 pm. Hourly DOE and payment is on the books with a w2. Please be flexible to work over the holidays specifically, Thanksgiving and Christmas. ( you will have Christmas Day, Thanksgiving day and New Years day off ) There is paid vacation and sick days and paid holidays off. Please reach out !

We are looking for a part-time Personal Assistant for a fabulous family in the Pacific Palisades aka PT PA in PP for FF! The current PA has been with the family for ten years which speaks volumes about the family. They are super chill and amazing and generous. The current PA has to cut back to 2-3 days a week so we are looking for a partner for her so that the family will be covered all five days, M-F. Each day is between 6-10 hours depending on what’s going on. A typical day is walking the dog, doing errands, coordinating with the homeowners, calling vendors and doing light cooking. The cooking doesn’t have to be gourmet but it’s an important aspect of the job. Applicants must have their own car and be willing to drive it on the job. Mileage is reimbursed and pay is competitive with paid days off (even though it’s a PT gig). Our ideal candidate is flexible and will be happy knowing that days are guaranteed but may be different each week. It’s a perfect job for an actor/actress/writer because the PA of ten years is a creative director who never knows which days she’ll be hired for outside projects. Ideally you will TEAM with her and cover for one another, i.e. if one of you gets a gig or an audition – the other will cover for the day. You could have the guarantee of about 2.5 days of work per week with the flexibility to manage your hours with a second person which will allow for for a steady stream of income with the flexibility to pursue an outside creative endeavor. Kind of dreamy! Candidates MUST have 3-5 years local experience as a family assistant. We are looking for someone on the junior side who has 1-2 jobs under his/her belt.

We are looking for an organized, loyal and warm Personal Assistant to help our client, her husband and home. You will be in charge of all things domestic for them. This is a fantastic couple who works hard and needs help keeping their personal/family/home life in order.

The schedule is typically Monday-Friday from 10am-6pm. You will be in charge of the calendars, organizational projects, the cars, errands, stocking the house, liasing with the office, donating old clothes, managing all tech in the house (ie. modum, syncing calendars, digitizing documents.) We would love someone who is tech savvy and can trouble shoot when the modem stops working and is not afraid to look something up if you do not know how to do it on your own. Style is also important, this is a creative home and we hope that you appreciate good style. The holidays are also important and we need someone with a good eye for gifts, Excel spreadsheets to track invites and addresses and deliveries. We want someone that really takes pride in their work and enjoys taking care of people. Clear and honest communication is key in this home. You will be supporting this woman in her personal life as well as liaise with her business so it is very important that you are always kind to everyone. Please also love dogs!

This position would be great for someone who is a recent college graduate that has family assistant, personal assistant or even a nanny who did a lot of family assistant work for a few years. The position is $25/hour plus 2 weeks of vacation and a week off between Christmas and New Year’s Eve. No benefits at the moment, but there could be in the future.

We are working with the loveliest, and down to earth retired couple who needs help keeping their personal and home life organized.

The ideal candidate is mature, college educated, based in the valley, positive, enjoys working independently and tech savvy. You should enjoy doing research on the computer just as much as you enjoy running errands. Please have great computer skills – they run on MACs, need help updating blogs, using some Photoshop, Microsoft Suite, WordPress, MailChimp, and social media. Please have experience working in a home office.

This is a kind and generous couple! They have had the same housekeeper for 15 years and looking to hire someone who is as loyal as they are.

Anyone seeking a glamorous life of planning parties, red carpet events, or travel is not the right match! The job here is more low key but certainly varied, from managing home maintenance, running errands, record keeping, online shopping, and just helping out. Detail is important as well as common sense and good judgement. A basic knowledge of home repairs is helpful as well as basic cooking skills for occasional meal prep. No nights, evenings, or weekend. We are looking for someone long term with an easy-going nature and offer $30 per hour to start, and are looking for a Monday-Friday, 9:30am-5pm schedule.

Super busy family needs a great PA in Malibu on Friday, Saturday and Sunday from 9am/10am – 7pm /8pm. You must have a can do attitude and be extraordinarily discreet and professional. Must have excellent references and experience working for high profile individuals. This will be on the books, pay is DOE, we are looking for the right person!

Full time Personal and Executive Assistant needed in Westside for a busy business woman. The office is in Santa Monica. Schedule is Monday – Friday, Hours are 9-5 or 8-6. You will be paid hourly on the books. This is a very calm and easy environment . We are looking for someone refined and intelligent. Must have a college education. Duties include errands, some reception, many returns to stores, UPS, Fedex etc. Desired qualifications: Familiarity with use of FileMaker databases or previous experience with database systems. Extremely organized and detail-oriented; excellent research skills. Strong organizational, communication, and interpersonal skills.
There are great benefits and there is paid vacation but the candidate must be “ok “with no travel during Christmas and new years or the weekend of thanksgiving as that is the busy season for this client! Competitive Salary and benefits !

We are looking for an organized and driven Personal Assistant to support the Executive Assistant and a top Entertainment Professional in an extremely fast-paced environment. As a personal assistant, you will help with a variety of management tasks such as scheduling, organizing and completing or facilitating work. Must be comfortable working directly with executives, talent, vendors and estate staff. Comfortable with spontaneity, a self-starter and has a can-do spirit. Clear communication, duplication, and quick turn-around is key.  Extremely organized, detail-oriented w/ calm, stress-free, pleasant attitude. Great in-person, phone, and email etiquette.

1-2 years experience. Must know Excel in and out and can create spreadsheets with ease. Proficient in Keynote, PowerPoint, Google Docs and Apple products. Knowledge of Asana a +. Responsible, reliable, and trustworthy. The position requires the person to be on call 24/7 unless otherwise approved. Home and corporate office is located in Calabasas, Ca.

DAILY (M-F)
• Discuss reminders and to-dos w/ EA and principal
• Manage calendar including important dates, birthdays, personal appointments, etc.
• Maintain clear communication with estate staff & security
• Duplicate requests and complete tasks quickly with 100% accuracy
• Gate-keeper of information
• Follow-up / Follow-Thru

PERIODICALLY
• Manage organized database of projects/contacts/notes
• Maintain organized calendar (in Excel)
• Close-out outstanding tasks
• Coordinate personal appointments
• Drive to appts/meetings
• Complete travel requests and create itineraries
• Research various requests
• Handle clothing returns

SALARY
• $60-67.5K based on experience
• Paid 1-2-week trial
• For immediate hire

Executive Assistant, Office of the CEO

Position Summary: The Corporation is a family business wholly owned by the Family. The Executive Assistant will work with executives, family members, administrators, and other professionals across the organization as well as residential staff and third-party contractors to undertake a process-based approach to work and to enact operational excellence. They will demonstrate an ability to lead with business judgment and discernment.

Responsibilities
• Help build, supervise, and operate the administrative function for the Family and the Corporation.
– Help structure the Family administrative function to support multiple generations of family members. Working independently, supervising other administrative assistants, and / or working with the office community:
♣ Manage calendar, phone, and email
♣ Arrange logistics for business meetings and meals
♣ Manage company resources for the family and company, including residence access, theater passes, sports event tickets, etc.
♣ Support family members with outside needs (e.g. college arrangements)
• Concierge services
– Arrange world class travel experiences for the family and invited guests on two set annual trips and various other trips throughout the year.

Accountabilities include:
♣ Research destinations and direct trip planning
♣ Arrange ground, air, and sea transportation
♣ Arrange accommodation and dining logistics
♣ Curate memorable experiences for all involved
– Procurement
♣ Maintain birthday and significant event calendar and research, recommend, and purchase gifts for family and friends
♣ Purchase rare books and other items of family interest, maintain collection databases, and manage insurance coverage
♣ Manage purchases of large items (e.g. cars)
♣ Procure event tickets

– Event Planning
♣ Assist in planning and executing family events
♣ Plan and oversee events including the holiday event, summer event, quarterly company off-site meetings, and company board meetings.

Attendees (excluding the board meeting) generally run into the hundreds.
• Financial Management
– Work with family accounting, accounting, tax, and family members to:
♣ Meet the day-to-day financial needs of the family
♣ Manage foreign and domestic accounts and facilitate reporting to the family on cashflow
♣ Create annual budgets
♣ Coordinate personal charitable giving
♣ Coordinate with the tax department on tax compliance and needs
– Manage insurance (US and UK)
– Track investments in various entities and develop reporting for the family
– Coordinate estate planning work with outside attorneys and internal tax resources

Necessary Experience
• Minimum of ten years experience as executive assistant or personal assistant to the CEO of a significant enterprise
• Bachelor’s degree
• History of using technology as an enabler, with proficiency in applications including MS Word, MS Excel, MS Outlook

Success Patterns
• Build systems and structures to reduce dependence on any one person and to enable others’ autonomy
• Demonstrate a high level of partnership, collaboration, proactivity, and autonomy; avoid projecting self-importance or the need to control
• Understand preferences and tastes
• Lead with suggestions and solutions
• Perform small tasks quickly so they do not require further inquiry
• Organize and prioritize work independently; delegate tasks and projects as appropriate
• Deploy excellent written and oral communication skills, including grammar and syntax
• Pay attention to details
• Maintain a high standard of etiquette in representing CEO and family
• Exercise considerable discretion and maintain appropriate confidentiality
• Demonstrate a drive towards self-development and a desire to help others develop