Executive & Personal Assistant to CEO

eJam•Santa Ana, CA

10d•$29 - $35•Onsite

About The Position

We are seeking a sharp, highly organized Executive & Personal Assistant to serve as the right hand to the CEO of multiple growing consumer brands. This is not a 9-to-5 desk job — it is a true personal assistant role that blends executive support, light bookkeeping, personal affairs, and operational coordination across business and personal life. The right person is discreet, resourceful, and self-directed. They anticipate needs, take ownership without being told twice, and thrive in a fast-paced environment where the line between business and personal is intentionally blurred. You will be trusted with sensitive financial information, personal correspondence, and the day-to-day logistics that keep a busy executive’s life running smoothly. If you have directly supported a CEO, founder, or business owner before and loved the pace — keep reading.

Requirements

3+ years directly supporting a CEO, founder, or business owner — you understand the pace, the discretion required, and the fluid boundary between personal and professional
Demonstrated, hands-on QuickBooks experience
Background in bookkeeping, accounting, or personal finance administration
Hands-on experience with project management tools like Asana, ClickUp, or Monday
Highly proficient at booking travel, coordinating events, and managing complex calendars
Excellent online researcher — you find the best deal, the best vendor, the best option
Discreet and trustworthy with highly sensitive personal and financial information
Comfortable being responsive to texts and time-sensitive matters outside of standard business hours, including evenings and weekends as needed
Reliable personal vehicle and clean driving record (required)
Comfortable using AI tools (ChatGPT, Claude, etc.) to draft communications and work more efficiently
Communicate clearly and professionally — you represent the CEO well

Responsibilities

Manage and maintain the CEO’s calendar — scheduling, prioritization, and conflict resolution
Fully manage the CEO’s personal email inbox — triage, respond on his behalf, escalate what matters
Book all travel — flights, hotels, ground transportation, and full 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 — gardeners, contractors, household vendors
Oversee household and property vendors — ensure quality, accountability, and follow-through
Conduct online research to source the best deals, vendors, 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 financial records — physical and digital
Prepare monthly budget and spending summaries for CEO review
Bookkeeping in QuickBooks
Oversee the appearance and function of the office (you coordinate vendors and janitorial — you are the point of contact, not the laborer)
Receive and manage incoming deliveries, mail, and shipments
Keep office food, groceries, and supplies stocked at all times
Interview, vet, and onboard new vendors as needed