Executive & Personal Assistant (Part-Time)

ABOUT THE ROLE

The Haute Suite is a luxury move management and home organization company serving high-net-worth clients in San Diego and Los Angeles. As the business grows, our founder needs a highly capable, discreet, and proactive assistant to support the day-to-day operations of running the company — freeing her to focus on sales, client relationships, and strategic growth.

This is not a task-based administrative role. We are looking for someone who can think ahead, communicate professionally on behalf of our brand, and operate with significant autonomy in a fast-paced, detail-oriented environment. AI fluency is not a nice-to-have — it is a core part of how we work and an expectation of this role from day one.

WHAT YOU’LL DO

• Manage and triage the founder’s inbox — drafting routine responses, flagging priority items, and ensuring nothing falls through the cracks
• Use AI tools to draft, edit, and refine communications in the founder’s voice across email and other channels
• Schedule and coordinate interviews, client calls, vendor meetings, and internal check-ins
• Follow up with candidates, clients, and partners on the founder’s behalf
• Maintain organized records in Google Drive and Monday.com
• Support the hiring process — tracking candidate status, sending confirmations, and managing scheduling logistics
• Coordinate new employee onboarding — sending documents, following up on completed paperwork, and ensuring a smooth start for new team members
• Coordinate travel and accommodation logistics for out-of-town jobs, including booking, itinerary management, and on-the-ground logistics
• Manage vendor and supplier relationships — following up on orders, confirming bookings, tracking delivery timelines, and maintaining vendor contact information
• Identify and implement AI and automation tools to streamline recurring tasks and improve operational efficiency
• Handle research, administrative tasks, and ad hoc projects as needed
• Assist with personal scheduling and logistics as needed

WHAT WE’RE LOOKING FOR

• Exceptional written communication — you write clearly, professionally, and can adapt your tone to match our brand
• Actively uses AI tools — Claude, ChatGPT, or similar — in your daily work. This is non-negotiable
• Comfortable identifying and implementing automation to reduce manual, repetitive tasks
• Highly organized and proactive — you anticipate needs and don’t wait to be told what to do
• Discreet and trustworthy — you’ll have access to sensitive client and business information
• Comfortable with Google Workspace, Monday.com, and general scheduling and productivity tools
• Background in luxury services, hospitality, real estate, or a high-touch client environment is a strong plus
• Based in San Diego or available during Pacific Time hours
• Available 10-20 hours per week with flexibility to scale as the business grows

ABOUT THE HAUTE SUITE

The Haute Suite is a woman-owned luxury move management and home organization company serving high-net-worth residential clients in San Diego and Los Angeles. We deliver white-glove relocation experiences through precise systems, collaborative teamwork, and an uncompromising standard of excellence. Our clients trust us with their homes, their belongings, and some of the most significant transitions of their lives.

HOW TO APPLY

Please send your resume and a brief note — in your own words, not a template — explaining why this role is the right fit for you and how you currently use AI in your work to: [email protected]

Applications without a personal note will not be considered.

Pay: $28.00 - $38.00 per hour

Expected hours: 10.0 – 20.0 per week

Benefits:

• 401(k)
• Flexible schedule
• Paid time off

Work Location: Hybrid remote in San Diego, CA 92101