Executive Assistant

Executive / Personal Assistant

Location: Newport Beach, CA (Onsite)

Position Overview

We are seeking a highly organized, proactive, and professional Executive/Personal Assistant to support a busy executive in both business and personal matters. This role requires someone who thrives in a fast-paced environment, exercises sound judgment, and can anticipate needs before they arise.

The ideal candidate is tech-savvy, detail-oriented, personable, and comfortable balancing executive support, administrative responsibilities, travel coordination, and personal errands. This is a hands-on position that requires discretion, flexibility, and exceptional organizational skills.

Responsibilities

Executive Support

• Manage complex calendars, appointments, and scheduling.
• Coordinate meetings, conference calls, and events.
• Screen phone calls, emails, and correspondence.
• Prepare reports, presentations, and other business documents.
• Organize files and maintain confidential information.
• Prioritize competing tasks and deadlines.

Travel Coordination

• Book domestic and international travel.
• Coordinate flights, hotels, rental cars, dining reservations, and itineraries.
• Prepare detailed travel schedules and manage last-minute changes.
• Track travel expenses and submit expense reports.

Personal Assistance

• Run personal and business errands as needed.
• Drive the executive to meetings, appointments, and other engagements when necessary.
• Coordinate personal appointments and household-related services.
• Assist with special projects and day-to-day personal requests.
• Manage deliveries, reservations, and vendor appointments.

Administrative Support

• Maintain office organization and supplies.
• Conduct online research.
• Assist with document preparation and data entry.
• Coordinate with vendors and service providers.
• Handle confidential information with the highest level of professionalism.

Qualifications

• Minimum 3 years of professional Executive Assistant, Personal Assistant, Administrative Assistant, or Office Management experience
• Exceptional organizational and multitasking skills.
• Strong interpersonal and communication skills.
• Professional, polished, and customer-service oriented.
• Ability to work independently with minimal supervision.
• Strong attention to detail.
• Excellent judgment and discretion with confidential information.
• Comfortable adapting to changing priorities.

Technical Skills

• Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Google Workspace
• Calendar management
• Travel booking platforms
• Video conferencing (Zoom, Microsoft Teams)
• General computer proficiency and ability to learn new software quickly

Requirements

• Valid California driver’s license.
• Reliable personal vehicle with current insurance.
• Willingness to use personal vehicle for business and personal errands (mileage reimbursement provided, if applicable).
• Ability to occasionally work outside normal business hours when needed.
• Ability to lift and carry light packages.

Preferred Qualifications

• Experience supporting a C-level executive, business owner, entrepreneur, or high-net-worth individual.
• Experience managing both executive and personal calendars.
• Event planning or project coordination experience.
• Experience handling confidential or sensitive matters.

What We’re Looking For

The successful candidate will be:

• Exceptionally organized
• Tech-savvy and computer proficient
• Friendly, polished, and personable
• Resourceful and proactive
• Dependable and trustworthy
• Able to anticipate needs before being asked
• Comfortable interacting with executives, clients, vendors, and guests
• Calm under pressure with excellent problem-solving skills

This is an excellent opportunity for someone who enjoys variety, takes pride in helping others succeed, and wants to become a trusted partner to a busy executive. We are looking for someone who can seamlessly manage both professional and personal responsibilities while maintaining the highest level of confidentiality and professionalism.