Executive Assistant for Educational Placement Agency

Executive Assistant & Client Services Coordinator

**Gabby McHale Consulting Los Angeles**

Gabby McHale Consulting is a boutique, woman-owned educational consulting practice seeking a polished, highly organized, and discreet Executive Assistant & Client Services Coordinator.

This position supports the founder in working with private families, students, and leading schools. The ideal candidate is warm, professional, responsive, and exceptionally attentive to detail. You must be comfortable communicating with high-net-worth and high-profile clients while maintaining complete confidentiality and excellent judgment.

Responsibilities

• Respond professionally to client inquiries by telephone and email.
• Schedule consultations, family meetings, school meetings, and follow-up appointments.
• Manage the founder’s calendar, confirmations, reminders, and scheduling changes.
• Prepare for family intake meetings by gathering report cards, testing, evaluations, and other student materials.
• Create and maintain a complete, confidential file for each student.
• Develop and update individual school-application checklists.
• Track application requirements, deadlines, submissions, and follow-up items.
• Schedule advocacy meetings and follow-up meetings with schools.
• Coordinate school visits, confirmations, thank-you notes, and gifts.
• Prepare, send, organize, and track client contracts.
• Create and track invoices and maintain accurate expense records.
• Organize quarterly tax materials for the accountant.
• Maintain databases of clients, schools, educators, and professional contacts.
• Update handouts, presentations, and client materials.
• Make routine website updates.
• Create and publish tasteful, professional Instagram content.
• Gather approved testimonials for the website and social media.
• Coordinate referral gifts, school-visit gifts, holiday cards, and appreciation gifts for families, schools, and educators.
• Develop organized systems that help a busy one-woman practice operate smoothly.

Qualifications

• Bachelor’s degree preferred.
• Excellent written and verbal communication skills.
• Exceptional organization, accuracy, and follow-through.
• A polished, warm, and professional manner.
• Absolute discretion when handling confidential family and student information.
• Strong judgment and sensitivity when working with high-net-worth and high-profile families.
• Ability to anticipate needs, solve problems, and work independently.
• Proficiency with Google Workspace, Microsoft Office, spreadsheets, calendars, social media, and digital file management.
• Experience in education, independent schools, admissions, professional services, client relations, or executive support is preferred.
• Knowledge of Los Angeles-area independent schools is a plus.

The Ideal Candidate

You understand that excellent service is personal, responsive, and discreet. You communicate confidently with parents, educators, and school administrators and know how to make every interaction feel thoughtful and professional. You enjoy creating order, managing details, anticipating needs, and helping a small business deliver an exceptional client experience.

Position Details

• Los Angeles-based position
• Part-time or full-time, depending on experience and availability
• Hybrid work may be available
• Some in-person meetings, school visits, and local errands will be required
• Compensation based on experience
• Opportunity to grow with the practice

How to Apply

Please email the following to [email protected]:

• Your résumé
• A brief cover letter explaining your interest in the position
• Your availability
• A short professional writing sample

Please use the subject line: Executive Assistant & Client Services Coordinator Application

Pay: $27.00 - $33.00 per hour

Expected hours: 20.0 – 30.0 per week

Work Location: Hybrid remote in West Hollywood, CA 90046