Job Description
Entrepreneur/Author/Co-Founder/Managing Partner at an Investment Management firm seeks Personal Assistant in Los Angeles.
· Hybrid schedule
· 20-25 hours a week/minimum 15 hours when Exec is traveling. *Some weeks can be more hours if needed.
· This role will be mainly at the executive’s home with flexibility to travel to the office in Venice and work remotely/ run errands.
Your core role as a Personal Assistant will include:
Operations Support
- Booking appointments and making reservations
- Managing the purchase and delivery of various items for the executive's personal needs
- Managing grocery and item inventory in Pacific Palisades home
- Running miscellaneous personal errands
- Coordinating health appointments
- Managing house management, service providers, and housekeeper.
- Miscellaneous personal and business projects.
You could be a great Personal Assistant if:
- You are detail oriented. You triple-check your work and notice when the smallest details don’t match.
- You are an execution machine. When you're tasked with something, it's done with the utmost thought and care. You have a No job too big or too small and can-do attitude. You feel a sense of accomplishment after seeing a project come to fruition and can't wait to take on the next task with the same level of energy.
- You are organized. You have a knack for details and never drop a ball.
- Have an entrepreneurial desire and look forward to learn/commit long term.
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Responsibilities:
- Support the executive with personal support and coordinate with the executives executive assistant.
- Personal calendar management and appointment scheduling (doctor’s appts, personal appts, meal reservations)
- Run local errands
- Maintain residence inventory and backstock (food, living essentials)
- Assist with travel planning (itinerary creation, ground transportation, airfare, private charters, hotel accommodations, dining, and plan/book activities)
- Aid in general day-to-day functions
- Ordering, receiving, sorting packages, and managing returns
- Pet care upon request (1 dog)
- Special projects
- Personal online ordering
- Gifting for friends and family
- Responsible for maintaining the executives residence including scheduling and meeting vendors and making sure the property is always tidy and organized
Skills And Qualifications
- 3-5+ years of professional PA experience
- Excellent verbal and written communicator
- Reliable and can make yourself available for communication outside of normal hours should the executive need assistance/confirmations.
- Expert project management/organization skills and exceptional attention to detail.
- Able to work well under pressure, be adaptable to change, and pivot quickly when priorities shift.
- Must possess superior judgment, professionalism, and the ability to maintain the highest level of confidentiality at all times.
- Proactive and resourceful, sees something that needs to be done, and takes the initiative to act.
- Willingness to work hard and take direction while also anticipating problems and their solutions without explicit guidance.
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Key Responsibilities
• Manage the executives personal calendar while cross referencing with the EA, schedule appointments.
• Coordinate home improvement projects, including scheduling contractors, obtaining quotes, and ensuring that work is completed on time and within budget.
• Manage household budgets as needed and take care of incoming mail.
• Run errands as needed, including UPS/FedEx drop-offs, picking up dry cleaning, and making other necessary purchases.
• Coordinate with other household staff, including gardener, housekeeper, to ensure that all tasks are completed on time and to a high standard.
• Manage other ad-hoc tasks and projects as assigned by the family.
Qualifications
• Strong organizational and time management skills, with the ability to prioritize tasks and manage competing demands.
• Excellent communication and interpersonal skills, with the ability to build strong relationships with family members and external partners.
• Ability to work independently and take ownership of tasks with a proactive and solutions-oriented approach.
• Flexibility and adaptability to last minute changes in schedule.
• Ability to manage tasks in a calm and effective manner without causing more stress to the family relations.
• Strong attention to detail and ability to anticipate the needs of the executive and family.
• Ability to multitask by handling multiple projects and steps in an effective and efficient manner to work towards task completion.
• Discretion and confidentiality when dealing with sensitive information.
• Have a can-do attitude and positive outlook on life.
• Requirement: Live in Los Angeles and have a valid drivers license/auto insurance.
Job Tags
For contractors, Local area, Remote job, Shift work,