Executive Personal Assistant

Executive Personal Assistant

Job Summary:

Armed Guard Private Security, Inc. is seeking a reliable, proactive, and highly organized Executive Personal Assistant to provide hybrid support to the Owner/CFO. This role blends high-level administrative and business support with personal and family assistance, helping to streamline both professional operations and daily life.

The ideal candidate is a trustworthy professional who thrives in a dynamic small-business environment, maintains strict confidentiality, and can flex between strategic office tasks and practical errands or family support. Hours are flexible and will be scheduled in advance by mutual agreement.

Key Responsibilities:

Business & Executive Support

• Provide administrative support including calendar management, scheduling meetings and trainings, email correspondence, document preparation, and filing (physical and digital).
• Assist with business projects such as organizing compliance records, vendor coordination, academy program materials, contract support, and general office operations.
• Help prepare reports, correspondence, and materials for board meetings, client communications, or regulatory needs.
• Support special initiatives related to company growth.

Personal & Household Support

• Organize and maintain both the business and home offices, including supplies, filing systems, and decluttering.
• Run errands such as banking, post office, shopping, and other routine business or household tasks.
• Provide occasional transportation support, which may include driving for business purposes or transporting children to scheduled activities.

General Duties

• Handle light data entry, research, and project coordination as needed.
• Perform other routine executive/personal assistant tasks to maximize efficiency for the executive and family.
• Maintain professionalism and discretion at all times when handling sensitive business or personal information.

Qualifications & Requirements

• Must be at least 25 years of age.
• Valid California driver’s license with a clean driving record; must qualify to drive on company business per the company’s insurance policy (proof of insurability required).
• Reliable personal vehicle with current registration and insurance.
• Strong organizational, multitasking, and communication skills with excellent attention to detail.
• Professional demeanor, high discretion, and trustworthiness.
• Proficiency with Microsoft Office (Word, Excel, Outlook/calendar) and general technology tools.
• Previous experience as an Executive Assistant, Personal Assistant, or in a similar hybrid/administrative support role is preferred.
• Comfortable supporting a busy professional with both business and occasional family needs.
• Background in security, compliance, or small business operations is a plus but not required.

Work Schedule & Details

• Part-time during the summer, with potential for extension into a longer-term role if both parties are in agreement.
• Hours and days will vary based on business and family needs but will always be discussed and confirmed in advance.
• Flexibility is important; some weeks may have more hours than others depending on priorities.

WORKING CONDITIONS (Physical/Mental Demands): With or without reasonable accommodation, requires the physical and mental capacity to perform effectively all essential functions.

In addition to other demands, the demands of the job include:

1. Maintaining composure in dealing with authorities, executives, clients, staff, and the public, occasionally under conditions of urgency and in pressure situations.

2. Must undergo and meet company standards for background and reference checks, and controlled substance testing.

3. Ability to handle multiple tasks concurrently.

4. Handling and being exposed to sensitive and confidential information.

5. Regular talking and hearing.

6. Frequent lifting and/or moving up to 10 pounds and occasional lifting and/or moving up to 25 pounds.

7. Walking, reaching with hands and arms, stooping, kneeling, crouching and crawling.

8. Close vision, distance vision, and ability to adjust focus.

Armed Guard Private Security Inc., PPO120255, is one of the area’s fastest growing and leading security providers in northern California, with opportunities for internal growth and advancement as well additional training (career development available).

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