EXECUTIVE ASSISTANT

Description:

Position Summary:

We are seeking a highly organized and adaptable Executive Assistant to provide direct support to our Principal, Nick Mathers, light project coordination, bookkeeping and accounts payable tasks. This role will manage scheduling, correspondence, and day-to-day administrative needs, ensuring the Principal is supported and able to focus on strategic priorities. This position will help process invoices, track expenses, maintain accurate financial records, take ownership of tracking procurement items to the Principal’s residence, and assist with distributing materials to vendors for bid, contributing to smooth financial and operational processes. The ideal candidate is highly adaptable and able to quickly shift between tasks, reprioritize competing demands, and respond effectively to evolving business and personal priorities while maintaining organization and attention to detail.

Key Responsibilities:

• Provide comprehensive day-to-day executive support to Nick Mathers, including calendar management, scheduling, communications, and travel coordination.
• Assist with both business and personal administrative tasks, including making appointments and handling special requests.
• Act as the primary liaison between Nick and other departments, partners, vendors, and service providers as needed.
• Coordinate all aspects of Nick’s domestic and international travel, ensuring seamless arrangements and itineraries.
• Organize and manage family health plans, vehicle insurance, and registration renewals.
• Oversee and schedule household staff in both Arizona and Santa Monica, ensuring quality and consistency.
• Monitor and manage household needs by communicating with contractors, collecting mail, tracking projects, and ensuring all work is completed to Nick’s satisfaction and approved by him before processing payments.
• Be heavily involved in design and renovation projects for both personal and professional properties, including:
• Coordinate with architects, designers, and contractors, and schedule site visits and project meetings on Nick’s calendar.
• Assist with tracking budgets, timelines, and deliverables
• Occasional sourcing materials, finishes, and furnishings.
• Organizing site visits and progress reviews.
• Send a daily rolling task list and conduct three weekly check-ins to track progress and priorities.
• Maintain a working knowledge of the principal’s financial position, including all incoming and outgoing funds, by liaising with the personal financial management team and ensuring accurate tracking of expenses, payments, and budgets.
• Stay on top of daily email correspondence and communications, ensuring timely responses.
• Run occasional errands as required.
• Performs other duties and responsibilities as assigned, consistent with the needs of the business and the scope of the position.

Requirements:

Requirements

• Strong background as an Executive Assistant or in a high-level administrative support role.
• Excellent organizational skills and high attention to detail.
• Comfortable working in a fast-paced, multi-entity environment.
• Strong written and verbal communication.
• Ability to manage multiple tasks and meet deadlines without constant supervision.
• Proficient in Google Workspace, DocuSign, and document tracking systems.
• Discretion and professionalism when handling confidential information.
• Minimum of 1 year of restaurant or hospitality experience required (or strongly preferred), with a solid understanding of restaurant operations, including the responsibilities of hosts, floor managers, reservationists, and general service workflows.