This position will support a respected and multifaceted individual and community- based philanthropist. He is inquisitive, personable, caring, and also low-profile. This position will also work in coordination with another Assistant who works mostly remote out of state, but does come to LA for hands on projects. You will be based in the office, and go to the house as needed for the Founder CEO. While in the office, you will also support with admin needs of the current CEO and work with the office manager to accomplish what is needed to keep things running. This is a very hands on, team oriented role – we are looking for someone who is happy to roll up their sleeves to get the job done, from small to large tasks.
Essential Functions:
• Property Management: You will be responsible for all day-to-day maintenance, repairs, renovations, negotiating bids, insurance coverage, and security for three (3) homes and ensures the properties are well-maintained, and any issues are promptly addressed to maintain its pristine condition.
• the primary residence located in Los Angeles;
• an architecturally significant home that requires ongoing maintenance and
renovations, located near the primary residence; and
• a ski vacation home that requires coordination with a local property manager.
• Staff, Vendor and Contract Management: Responsible for hiring and supervision of housekeepers, gardeners, pool maintenance vendors. Ensure they perform their duties efficiently and maintain the highest standards of service.
• Financial Management: Review and approve all household bills for accuracy and processing for payment via account payable department and review operating expenses and report on payables.
• Schedule Management: Maintain a well-organized and efficient environment, schedule appointments, and coordinate both meetings and philanthropic activities. Handle incoming and outgoing correspondence, emails, and phone calls on his behalf. Prepare regular updates and follow up on action items. Be a step and ahead and anticipate needs.
• Personal Assistance: Provide personal support, managing personal appointments, organizing personal documents, and overseeing house staff and events as needed. Assist with personal tasks, such as purchasing, special event planning, and family- related matters.
• Confidentiality and Discretion: Maintain the highest level of confidentiality when handling sensitive information, documents, and discussions. Demonstrate sound judgment in maintaining privacy and protecting the principal’s interests. Work with integrity, self- confidence, and maturity.
• Information Management: Maintain a comprehensive database of contacts, property information, legal documents, and relevant information with accuracy and attention to detail.
• Communication Liaison: Serve as a communication bridge between both internally and externally: vendors; and local government officials. Know local Council members and attend political events as appropriate. Ability to draft and proofread written communication for accuracy, professionalism, respect, and warmth. Communication is clear, substantiated and to the point.
• Event Hosting and Coordination Support: In coordination with another Personal Assistant and company team, provide regular updates and support to coordinate and organize events including managing guest lists, catering, decorations, and logistics to ensure all event logistics are well-coordinated and executed flawlessly.
• Travel and Itinerary Management Support: In coordination with another Personal Assistant, arrange domestic and international travel, including flight bookings, hotel reservations, and ground transportation. Create detailed itineraries and ensure all necessary travel documents are obtained in a timely manner. Proactively manage changes or adjustments to travel plans and provide constant updates.
Requirements:
• Location: In-person based on the westside of Los Angeles.
• Schedule: Must be available to work flexible hours to address urgent requests.
• Experience: Minimum of 5-10 years of experience as an executive assistant, personal
assistant, or similar role.
• Exceptional Organizational Skills: Proven ability to handle multiple tasks simultaneously,
prioritize effectively, and meet deadlines in a fast-paced and demanding environment.
Follow up consistently in a timely manner.
• Strong Communication Skills: Excellent written and verbal communication skills, with the
ability to interact professionally with individuals at all levels. Attention to detail is crucial.
• Discretion and Confidentiality: Demonstrated ability to handle sensitive and confidential
information with utmost discretion.
• Professionalism and Poise: Ability to remain calm and composed under pressure,
maintaining a professional demeanor at all times. Adaptability and flexibility are essential to adjust to changing priorities and schedules. Eagerly take initiative and be proactive to be efficient and effective, recommend improvements and take on items “above and beyond.”
• Technical Proficiency: Proficient in using productivity tools, such as Microsoft Office Suite (Word, Excel, PowerPoint) and scheduling software.
• Valid Driver’s License: A valid driver’s license and a reliable means of transportation are required.
Incredible benefits: 401k, medical, dental and vision plus others! Salary range is 150-175k, DOE.
