Executive Assistant

Executive Assistant for to two Presidents
Location: Brentwood, CA

Schedule: Monday to Friday, 9:00 AM to 5:30 PM in office.

Overview

You will support the two C-Level Executives in both business and personal matters. This role requires strong organization, accuracy, and ownership. Travel on steroids both domestic and international). Candidate must come with extensive travel experience and heavy calendar management. The President travels often, so you must work independently and keep operations moving without direct oversight. You will manage complex schedules, travel, and day to day logistics for the President and family. Plans change often, so you must adapt fast and stay calm under pressure.

This role is 90 percent Executive Assistant and 10 percent Personal Assistant.

Executive Support
Manage a high volume, constantly changing calendar with precision

Organize, prioritize, and act on information from email, calls, meetings, and direction from leadership

Coordinate meetings, calls, and events across multiple time zones

Schedule conference calls and manage meeting logistics

Prepare itineraries, documents, presentations, and correspondence

Proofread all materials for spelling, grammar, formatting, and accuracy

Ensure clarity and consistency across all final deliverables

Track action items and ensure follow through

Maintain physical and digital filing systems with accuracy and organization

Answer and screen phone calls professionally

Maintain strong professional etiquette while acting as a liaison to employees and external partners

Handle confidential information with discretion

Maintain working knowledge of conference room technology and connections to support presenters and guests

Set up and manage Zoom calls for the President

Oversee American Express invoices for the President and Director of HR, including cost coding, expense tracking, and reporting

Coordinate document delivery, including courier services as needed

Arrive early or stay later on event days to ensure setup and execution run smoothly

Flexible schedule to meet business and personal needs (minimal required)

Travel Management
Plan and manage detailed travel for the President, spouse, and family

Coordinate domestic and international flights, hotels, and transportation

Arrange travel for extended family members when needed

Handle travel for all home office team members (5)

Adjust travel in real time due to delays or changes

Resolve issues quickly, including refunds, credits, and rebookings

Research and secure services, reservations, and experiences

Previous experience managing airline credits a plus

Personal Support
Assist the President and spouse with daily personal and business related tasks

Handle returns, credits, and vendor follow up

Be available for occasional weekend calls related to travel updates

Assist with scheduling, errands, and household coordination with house manager

Office and HR Support
Work independently while the President is out of the office

Assist with office management tasks as assigned

Support the Director of HR with confidential projects during slower periods

Maintain strict confidentiality with all HR related information as well as President information

Qualifications

7 plus years of Executive Assistant experience supporting senior leadership

Experience managing complex travel, including international itineraries

Previous concierge experience at a Ultra luxury hotel a plus – but not necessary.

Notary license a plus. Must be willing to obtain.

Strong attention to detail and high level of accuracy

Highly organized with the ability to manage multiple priorities

Strong problem solving skills with a proactive approach

Ability to work independently with minimal direction

Comfortable working in a fast paced, changing environment

Professional, discreet, and dependable

What Success Looks Like

You anticipate needs before they arise

You operate effectively without supervision

You handle changes without disruption

You solve problems without needing direction

You keep everything organized, accurate, and on time

This role fits someone who takes ownership, values precision, and can manage both executive and personal responsibilities with consistency and discretion.