Executive Family Assistant

Westside Build LLC•Los Angeles, CA

19d•$40 - $55•Onsite

About The Position

We are a fast-paced, high-performing family, and we are looking for an exceptional Estate Manager / Executive Family Assistant to take total ownership of our daily operations. We need a dynamic operator who thrives in the trenches, someone who can seamlessly pivot from navigating complex trust documents with wealth managers to running out to grab the groceries and dry cleaning without missing a beat. This role requires a "no ego, no task too big or too small" mentality. You are the engine that keeps this family running flawlessly.

Requirements

7+ years operating at an elite level as an Estate Manager, Personal Assistant, or Family Office Assistant for a high-net-worth family.
Tech-savvy
Must have a valid California Driver’s License
Must have a spotless driving record
Must have a reliable vehicle

Nice To Haves

No ego, no task too big or too small mentality
Relentless energy: move fast, think faster, positive force, operate with precision and bias for action, magnetic energy to elevate pace
Elite Execution: anticipate needs, troubleshoot problems, drive outcomes, highly resourceful, pivot instantly when plans change
Total Discretion: absolute confidentiality and unshakeable professionalism when handling highly sensitive information
See Around Corners: thinking five steps ahead, identifying blind spots and friction points, engineer next-level upgrades, visionary solutions

Responsibilities

Act as the tip of the spear with banks, wealth managers, and attorneys.
Execute entity administration (LLCs, trusts) and vital document processing.
Manage bill pay for household vendors and track expenses ruthlessly using Zoho and QuickBooks.
Ownership of domestic staff payroll. You manage the systems (e.g., Gusto) to ensure every team member is paid accurately and on time, handling all HR logistics flawlessly so we never have to think about it.
Serve as the ultimate gatekeeper and operator for multiple properties.
Oversee all maintenance, repairs, and minor renovations.
Direct and schedule independent contractors (HVAC, pool service, security, cleaning staff) Ensure they deliver to our exact standards.
Act as the master buyer, whether sourcing specific household supplies, tracking down project materials, or negotiating service contracts, you find exactly what we need, secure the best value, and execute the purchase with zero friction.
Manage the vehicle fleet, coordinating detailing, routine maintenance, so they are always ready to roll.
Maintain the family's CRM database, keeping a flawless record of key contacts, property details, and household preferences.
Coordinate complex, high-end personal travel, secure impossible dining reservations, and manage memberships.
Own the family’s medical scheduling, prescription management, and insurance claims.
Handle the heavy lifting on vital records, passport renewals, and school paperwork.
Command the daily mail, manage package deliveries, process returns, and handle all subscription services.
Conduct the daily and weekly runs to keep the household fully stocked with groceries, supplies, and specialty items.
Run point on high-end retail returns, dry cleaning, and specific vendor pickups.
Keep the physical environment pristine.
Assist with closet management, seasonal transitions, and holiday decor execution.