Executive Personal Assistant
About The Position
We are a warm, active, and community-oriented couple based in Newport Beach seeking thoughtful, highly organized support as we navigate a full and evolving season of life. As longtime professionals, parents, and community members, we value our relationships, thoughtful living, and creating a home environment that feels calm, welcoming, and well-supported. After raising three now-adult children, we are focused on simplifying, organizing, and creating greater ease across our personal, household, and property-related responsibilities. Our family manages multiple properties, including personal residences, vacation homes, rental properties, and ongoing renovation projects. We live a highly engaged lifestyle centered around travel, community involvement, philanthropy, entertaining, and meaningful personal connection. We value professionalism, discretion, aesthetics, and a positive mindset. We already have several trusted long-term household team members supporting different areas of our homes and operations, many of whom have been with our family for over 20 years. These longstanding relationships are deeply important to us and reflect the loyal, respectful, and collaborative environment we value. We are now seeking another supportive partner to help bring greater organization, digitization, follow-through, and thoughtful operational support to the many ongoing personal, administrative, household, and project-related responsibilities currently on our plate. This is a dynamic and meaningful role for someone who enjoys becoming a trusted, long-term extension of a busy and well-established family.
Requirements
- Maintain a smoke-free and fragrance-free environment
- Reliable transportation (mileage reimbursement for work related tasks)
- Previous experience in executive assistant or household/estate management
- Highly organized with strong operational and project management instincts
- Technologically proficient and confident navigating digital systems
- Appreciates aesthetics, presentation, thoughtful organization, and visual details
- Experienced supporting paper-to-digital organization and records management
- Strong written and verbal communication skills with excellent follow-through
- Calm, discreet, trustworthy, emotionally intelligent, and highly professional
- Comfortable managing multiple priorities, vendors, timelines, and ongoing projects
- Positive, adaptable, collaborative, and open to feedback with a low-ego attitude
Nice To Haves
- Creative eye for interior styling, staging, décor, or design projects considered a strong
- Creative eye for aesthetics, presentation, thoughtful organization, and visual details
- Experience with staging, visual organization, or design-oriented projects is considered a strong bonus.
Responsibilities
- Support, improve, and streamline administrative systems and household organization
- Transition paper systems and filing into more updated digital organization
- Assist with scheduling, travel booking, confirmations, restaurant reservations, and itinerary coordination
- Help maintain family calendars, reminders, notes, records, and ongoing follow-through
- Support office organization, digital organization, and data hygiene initiatives
- Coordinate ongoing vendor communication and service scheduling
- Assist with receipt organization and coordination with bookkeeping support
- Support foundation-related logistics, scheduling, and administrative projects as needed
- Support packing/unpacking and travel preparation as needed
- Provide thoughtful support across evolving household priorities and personal projects
- Support oversight and coordination across multiple personal and rental properties
- Coordinate maintenance, repairs, service appointments, and contractor communication
- Help ensure homes remain organized, functional, prepared, and well-maintained
- Assist with ongoing renovation and project coordination support
- Coordinate vehicle and boat maintenance scheduling and follow-through
- Conduct organizational resets, decluttering projects, donation coordination, and seasonal transitions
- Support entertaining preparation, guest readiness, and event-related household support
- Collaborate professionally with existing household staff and external vendors
- Assist with organization of family photos and personal archives
- Support seasonal projects including holiday cards, gifting, shopping, and special events
- Assist with aesthetic organization, decorating support, and presentation-related projects across multiple properties
- Help coordinate returns, exchanges, sourcing, errands, and personal shopping support
- Manage household inventory and restocking needs
- Run errands as needed to support property operations
- Coordinate deliveries and services across locations
Benefits
- Mileage reimbursement for work related tasks
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
No Education Listed
