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Executive / Personal Assistant
On-site- San Juan Capistrano, California, United States
Job description
Summary: We are seeking a highly organized and proactive Executive Assistant/Personal Assistant to support the owner of our family office. This role requires a detail-oriented individual who can handle a diverse range of responsibilities, from managing business activities to attending to personal needs. The ideal candidate will possess exceptional communication skills, a high level of discretion, and the ability to work independently.
Executive Support:
Manage the owner’s calendar, including scheduling meetings, appointments, and travel arrangements.
Prepare and organize meeting materials, agendas, and presentations.
Coordinate communication and correspondence, including emails, phone calls, and written documents.
Conduct research and provide summaries or reports as needed.
Assist in the preparation and review of documents, contracts, and agreements.
Handle confidential information with the utmost discretion and professionalism.
Act as the first point of contact with outside parties, representing the owner in a professional manner.
Personal and Family Support:
Manage personal errands and tasks, including shopping, reservations, and event planning.
Organize parties and events, ensuring all details are meticulously handled.
Coordinate household staff and services, ensuring smooth day-to-day operations.
Assist with family-related activities and events, maintaining a flexible and responsive approach.
Purchase and send gifts on behalf of the owner.
Remind the owner of important tasks and deadlines.
Sort and respond to mail as needed.
Plan and coordinate domestic and international travel for the owner and family members, including flights, accommodations, private plane arrangements, transportation, and itineraries.
Ensure all travel plans align with business and personal schedules.
Prepare and organize travel documents, including visas, passports, and travel insurance.
Assist with scheduling and coordinating children’s activities, appointments, and school events.
Maintain an up-to-date family calendar, ensuring all family commitments are met.
Communicate with educational institutions, extracurricular activity organizers, and other relevant parties as needed.
Provide driving services as required.
Charity Work:
Assist with organizing and managing the owner’s involvement in charitable activities and events.
Job requirements
Bachelor’s degree or equivalent experience.
Proven experience as an Executive Assistant, Personal Assistant, or similar role.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Ability to handle sensitive information with integrity and confidentiality.
Strong problem-solving skills and the ability to adapt to changing priorities.
Professional demeanor and the ability to interact with high-profile individuals.
Valid driver’s license and reliable transportation.
Preferred Qualifications:
Experience in a family office or similar environment.
Familiarity with financial and investment management processes.
Multilingual abilities are a plus.
Working Conditions:
Full-time position with after-hours availability required.
Travel may be required for business and personal matters.
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