Executive Assistant and Office Manager

About Riehl Construction Consulting

Riehl Construction Consulting is an established owner’s representative and construction management firm based in Santa Monica, specializing in ultra-high-end custom residential projects ranging from $10 million to $100 million-plus across Los Angeles and Santa Barbara. Our clients are ultra-high-net-worth individuals and families. Our team of 29 includes Project Managers, Senior Project Managers, Executive Project Managers, an in-house accounting team, and our principals.

About this role

This is a career Executive Assistant role, not a stepping-stone position. The right person will hold this seat for years and build a deep working partnership with the Principal of the firm. The role is broad. Your first priority is the Principal: you will function as his Executive Assistant across both business and personal matters. You will also provide support to the firm’s other executives, serve as Office Manager for the firm, and provide operations support to multiple Project Managers and our accounting team. A meaningful portion of your work will involve scheduling and coordination for the Principal’s family, including his 10-year-old daughter’s school and activities. We are transparent about that scope in this posting because the right candidate will see it as a feature of the role, not a surprise.

You will work closely with our Managing Director, who oversees firm operations, and with our Controller on time tracking, expense management, and billing administration. The position is in-office five days a week.

Who this role is for

You are a career Executive Assistant. You have supported a demanding principal in entertainment, law, family office, private wealth, or a similar high-pressure environment for at least five years. You take pride in being the operational backbone of an executive’s day. You are organized, calm under pressure, and naturally inclined to help. You hold confidential information with discretion. You are comfortable with the personal and family scope of the role. You can balance one primary principal with requests from the wider executive team. You are looking for a long-term home.

Core Responsibilities

Executive support to the Principal

•    Own and manage the Principal’s Outlook calendar, including all client meetings, site visits, internal meetings, family commitments, and personal appointments.

•    Provide a daily schedule briefing each morning by text message or phone, with reminders before appointments throughout the day.

•    Monitor and triage the Principal’s email inbox; flag items requiring action; draft responses on his behalf for review or send under his name as authorized.

•    Coordinate site visits across Los Angeles and Santa Barbara, including communication with house managers and project teams.

•    Set up and manage video and phone conferences with project teams, vendors, and clients.

•    Book all business and personal travel: flights, hotels, ground transportation, including check-in and boarding pass distribution.

•    Maintain the Principal’s contact list across phone and email systems.

•    Collect receipts and invoices, organize for the Controller’s expense workflow.

•    Log the Principal’s billable hours into TSheets daily, including job site, hours, and detailed task description.

Personal and family support to the Principal

•    Coordinate the Principal’s daughter’s school correspondence, attendance, and scheduling.

•    Manage scheduling around the Principal’s daughter’s sports and after-school activities, including occasional travel coordination.

•    Run occasional errands as needed (vehicle service, gift purchases for family birthdays, etc.).

•    Maintain awareness of family birthdays and order/send gifts on the Principal’s behalf.

•    Order school photos and similar recurring family/school items as needed.

Support to other executives

•    Provide ad hoc administrative support to the firm’s other executives, including scheduling assistance, meeting prep, and travel booking as requested.

•    Serve as overflow and backup support for the executive team. The Principal’s needs come first.

•    Assist other executives with occasional personal tasks from time to time.

Office management

•    Answer and direct incoming office phone calls.

•    Receive deliveries and incoming mail; distribute to the appropriate team members.

•    Maintain kitchen and supply areas in tidy, well-stocked condition; weekly refri…