AC247 - Full Time Executive & Personal Assistant - Mill Valley

Overview

The co-founder and COO of a fast-growing beauty brand is seeking a sharp, discreet, and highly organized Executive and Personal Assistant to be her right hand across both her professional and personal life. This is a hybrid role for someone equally at ease managing a fast-moving executive calendar and inbox, coordinating complex travel, and bringing calm, order, and anticipation to a busy family household. The family already has dedicated childcare and household support, and the company has a remote EA and operations team.

The principal lives in Mill Valley, works between home and the company’s Mill Valley office, and travels regularly for work. You will be her trusted point of contact, keeping the many moving pieces across work, family, travel, and home organized and simple. This calls for someone proactive and anticipatory who takes ownership, protects the principal’s time and privacy, exercises excellent judgment, and closes loops independently rather than waiting to be asked.

The general schedule is Monday through Friday from 8/8:30am to 6pm with some flexibility. This position is open to local candidates only

Responsibilities

In the office (executive support)

• Own a complex calendar across multiple time zones, prioritizing and protecting the principal’s time
• Triage email and communications, draft correspondence, flag what truly requires the principal’s attention, and independently handle or follow up on routine matters
• Prepare for meetings with relevant materials, context, briefings, and timely follow-ups
• Coordinate domestic and international travel end to end, including flights, hotels, itineraries, ground transportation, and visas
• Track commitments, deadlines, decisions, and action items, and keep the principal ahead of them
• Coordinate scheduling and logistics with the leadership team, investors, advisors, and external partners
• Handle the principal’s individual expenses and administrative needs
• Take on research and special projects, distilling options into clear recommendations and next steps
• Work closely with the company’s existing EA and operations team while maintaining clear ownership of the principal’s individual schedule, priorities, and follow-through
• Be a warm, professional point of contact with the leadership team and external partners

At home (personal support)

• Manage the family and personal calendar, syncing schedules across both parents, two young children, school, childcare, work, and travel
• Book and coordinate personal appointments, family travel, vacations, restaurants, and activities
• Handle personal and household administration, including bills, subscriptions, memberships, renewals, forms, and record-keeping
• Support school logistics, forms, activity and camp sign-ups, and the children’s calendars
• Coordinate household appointments, vendors, service providers, and repairs, following through until issues are resolved
• Handle personal research, purchases, returns, gifting, and occasional errands
• Help plan family events, dinners, hosting, holidays, birthdays, and special occasions
• Anticipate upcoming needs and deadlines before they become urgent

Household coordination

• Act as a central point of coordination for the family’s existing caregivers and household support, so schedules and logistics are organized in one place
• Help manage staff schedules, coverage, time off, and back-up care, and arrange occasional sitters as needed
• Liaise with the household payroll provider and help keep household records organized
• Build and maintain simple household systems and a running household manual so important information is easy to find and the household runs smoothly, including when the family travels

Qualifications

• Exceptionally organized, proactive, and anticipatory, with a gift for staying two steps ahead
• High-agency, resourceful, and comfortable figuring things out without needing every step spelled out
• Absolute discretion and sound judgment with sensitive business, legal, and personal matters
• Excellent written and verbal communication, with the ability to draft clear and polished correspondence
• Strong judgment around prioritization and comfortable distinguishing what needs the principal’s attention from what can be handled, delegated, or declined
• Equally comfortable in a fast-paced startup environment and a private family home
• Tech-fluent and quick to learn new systems; strong with calendar, email, Google Workspace, Slack…