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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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