Executive & Personal Assistant to CEO

eJam•Santa Ana, CA

6d•$29 - $35•Onsite

About The Position

eJam is seeking a sharp, highly organized Executive & Personal Assistant to support the CEO of multiple growing consumer brands. This full-time role combines executive support, light bookkeeping, personal affairs, and operational coordination across the CEO’s business and personal life. The position is based in Santa Ana, California, near John Wayne Airport, and requires local travel. The assistant will handle sensitive financial information and personal correspondence, anticipate needs, work independently, and respond to time-sensitive matters outside standard business hours, including evenings and weekends as needed. The role encompasses managing the CEO’s calendar and personal email inbox; booking travel and coordinating business and personal events; serving as a liaison with external parties; and coordinating and tracking tasks with project managers, HR, and leadership. Personal duties include errands, deliveries, appointment coordination, and oversight of the CEO’s homes, properties, household vendors, and family events. Financial duties include personal and business bill pay, expense tracking and reconciliation, maintaining records, preparing monthly budget and spending summaries, communicating with financial professionals, and bookkeeping in QuickBooks. Office responsibilities include coordinating vendors and janitorial services, managing deliveries and mail, stocking supplies, and vetting and onboarding vendors. Employment is W-2, non-exempt hourly, with compensation of $29–$35 per hour depending on experience. Mileage reimbursement is provided for work-related travel in the employee’s personal vehicle. Final candidates will undergo criminal-history, credit-history, and reference checks, and will complete a QuickBooks proficiency assessment during the interview process.

Requirements

At least 3 years of direct experience supporting a CEO, founder, or business owner.
Demonstrated, hands-on QuickBooks experience.
Background in bookkeeping, accounting, or personal finance administration.
Hands-on experience with project management tools such as Asana, ClickUp, or Monday.
High proficiency in booking travel, coordinating events, and managing complex calendars.
Strong online research skills to find suitable deals, vendors, and options.
Discretion and trustworthiness when handling sensitive personal and financial information.
Willingness to respond to texts and time-sensitive matters outside standard business hours, including evenings and weekends as needed.
Reliable personal vehicle and clean driving record.
Comfort using AI tools such as ChatGPT and Claude to draft communications and work more efficiently.
Clear and professional communication skills.
Willingness to support the CEO across both business and personal life, including errands and tasks that may arise with little notice.

Responsibilities

Manage and maintain the CEO’s calendar, including scheduling, prioritization, and conflict resolution.
Manage the CEO’s personal email inbox by triaging and responding on his behalf and escalating important matters.
Book flights, hotels, ground transportation, and complete travel itineraries.
Coordinate business and personal events, dinners, and restaurant reservations.
Serve as a professional liaison between the CEO and external parties, including investment firms, vendors, and service providers.
Coordinate with project managers, HR, and other leadership to delegate and track tasks on behalf of the CEO.
Manage personal errands, deliveries, and time-sensitive tasks across multiple locations.
Coordinate seasonal preparation and ongoing upkeep of the CEO’s homes and properties, including gardeners, contractors, and household vendors.
Oversee household and property vendors, ensuring quality, accountability, and follow-through.
Conduct online research to source vendors, deals, and options.
Support event and travel coordination for personal and family functions.
Manage day-to-day personal and business bill pay.
Categorize, track, and reconcile personal and business expenses.
Communicate with investment firms, accountants, and financial advisors on the CEO’s behalf.
Maintain organized physical and digital financial records.
Prepare monthly budget and spending summaries for CEO review.
Perform bookkeeping in QuickBooks.
Oversee the appearance and function of the office by coordinating vendors and janitorial services.
Receive and manage incoming deliveries, mail, and shipments.
Keep office food, groceries, and supplies stocked.
Interview, vet, and onboard vendors as needed.
Respond to texts and time-sensitive matters outside standard business hours, including evenings and weekends as needed.
Use a reliable personal vehicle for local work-related travel and maintain a clean driving record.