Executive Assistant

Kisco Senior Living•Carlsbad, CA

18d•$75,000 - $100,000•Hybrid

About The Position

The Executive Assistant at Kisco Senior Living provides comprehensive support to the CEO, ensuring administrative, operational, and financial activities run efficiently across both business and personal domains. This role requires a highly organized, detail-oriented, and dependable professional with exceptional communication and discretion. The ideal candidate is proactive, precise, and technologically savvy, capable of managing complex priorities and maintaining structured systems that uphold the highest standards of accuracy and accountability.

Requirements

Bachelor’s degree required
Minimum of 3 years experience as an Executive or Personal Assistant, or House Manager
Strong experience managing travel logistics and coordinating vendors or contractors
Proven experience supporting senior executives with discretion and professionalism
Strong proficiency with Microsoft Office (Excel, Outlook, Word, Teams); ability to learn new tools quickly
Exceptional organizational and time management skills with strong follow-through
Excellent written and verbal communication; able to adapt communication for different audiences
Highly attentive to detail; committed to consistency and process integrity
Demonstrates humility, reliability, and professionalism
Values accuracy, efficiency, and continuous improvement over hierarchy
Comfortable using and learning AI and automation tools to optimize work
Thrives in a structured environment with defined expectations and clear systems

Nice To Haves

Background in finance, accounting, or bookkeeping preferred
Bi-lingual (Spanish) preferred

Responsibilities

Manage complex calendars, correspondence, and scheduling with accuracy and discretion.
Coordinate detailed travel arrangements, itineraries, and required documentation (including private aviation).
Process invoices, expense reports, and credit card reconciliations; track budgets and payments with accounting and tax teams.
Prepare and maintain clear, accurate financial and operational reports.
Maintain organized digital and physical filing systems.
Handle confidential information with professionalism and sound judgment.
Support CEO workflow, ensuring priorities, deadlines, and deliverables are consistently met.
Coordinate vendors and maintenance schedules for approved residential projects, including quotes, access, completion verification, and invoice routing.
Leverage AI tools (e.g., Microsoft Copilot, ChatGPT, automation utilities) to streamline administrative processes and enhance productivity.
Continuously learn and adopt new technologies and AI-driven solutions to improve efficiency and accuracy.