Personal Assistant to Chief Executive Officer

Confidential Company; Los Angeles (CA); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

Competitive total rewards package

Annual base salary

Discretionary bonus

Medical, dental, vision

401K plus match

Job summary

A private executive support firm in Los Angeles seeks an experienced Executive & Personal Assistant to manage the comprehensive support functions for a senior executive. The role emphasizes organization, discretion, and managing multiple priorities, including personal and family logistics. Ideal candidates possess 5+ years of experience in high-trust environments, exceptional judgment, and the ability to communicate fluently in Spanish. The position includes a competitive salary, benefits, and a supportive work culture.

Qualifications

• 5+ years of experience in a similar role supporting high-profile individuals.
• Active notary certification or ability to obtain within three months.
• Exceptional written and verbal communication skills.
• Exceptional written, verbal, and organizational skills.
• Proven ability to handle confidential information with discretion and sound judgment.
• Highly resourceful, emotionally intelligent, and solution-oriented.
• Strong technical proficiency with productivity tools, email, calendars, travel platforms, and task management systems.
• Flexible availability, including occasional evenings, weekends, and travel.
• Professional presence and ability to remain calm under pressure.
• Comfort and experience in supporting a home with young children.
• Ability to speak and write in Spanish is required.

Responsibilities

• Manage complex schedules and appointments across time zones.
• Coordinate travel logistics for domestic and international trips.
• Maintain confidentiality in handling sensitive information.
• Assist with family scheduling and personal logistics.
• Track action items, deadlines, and follow-ups across business and personal priorities.
• Support meetings, events, and special projects as assigned.
• Maintain strict confidentiality regarding sensitive financial, legal, and personal matters.
• Assist with expense tracking, reimbursements, and documentation for accounting and finance teams.
• Assist with notarizing various documents.

Skills

Organizational skills

Discretion and judgment

Emotional intelligence

Proactivity

Bilingual (English and Spanish)

Tools

Productivity tools

Travel platforms

Job description

The Executive & Personal Assistant provides comprehensive support to a senior executive or principal. This role spans executive administration, personal life management, household and estate coordination, and complex logistics across multiple locations. The position requires exceptional judgment, discretion, and the ability to manage competing priorities with professionalism and composure.

The ideal candidate is proactive, highly organized, and anticipatory, with the ability to operate independently in a fast-paced, high-trust environment.

Key Responsibilities

Executive & Business Support

• Manage complex calendars, scheduling, meetings, and reminders across multiple time zones.
• Draft, review, and manage professional correspondence, presentations, and confidential materials.
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, and related logistics.
• Act as a liaison between the executive and internal teams, external partners, and advisors.
• Track action items, deadlines, and follow-ups across business and personal priorities.
• Support meetings, events, and special projects as assigned.
• Maintain strict confidentiality regarding sensitive financial, legal, and personal matters.
• Assist with expense tracking, reimbursements, and documentation for accounting and finance teams.
• Assist with notarizing various documents.

Personal Assistance & Life Management

• Manage personal appointments, commitments, and events.
• Handle errands, gifting, special requests, and day-to-day personal logistics.
• Coordinate with personal service providers such as drivers, medical professionals, concierge services, and wellness providers.

Home & Property Coordination

• Liaise with property managers, estate staff, and household vendors across multiple residences.
• Oversee home readiness and transitions between properties.
• Coordinate household purchases, repairs, inventories, and special projects.
• Support insurance renewals, vendor contracts, budgets, and property documentation in collaboration with relevant partners.
• Ensure residences operate to a high hospitality and service standard.

Family Support

• Assist with family scheduling, travel, appointments, and activity coordination as needed.
• Coordinate logistics and communication with caregivers, educators, and service providers.
• Support family events, celebrations, and holiday planning.

Event & Travel Logistics

• Plan and execute private events, gatherings, and hosted experiences.
• Manage reservations, itineraries, and high-touch details with discretion.
• Provide on-the-ground or remote support for travel and events, including last-minute changes.

Organization & Systems

• Maintain organized digital and physical filing systems for professional and personal matters.
• Track renewals, memberships, subscriptions, and service agreements.
• Implement and refine systems that improve efficiency and reduce operational friction.
• Identify and proactively resolve gaps before issues arise.

Qualifications

• 5+ years of experience supporting a senior executive, principal, or high-net-worth individual or family.
• Hold an active notary certification or have the ability to obtain one within the first three months of employment.
• Background in private office, family office, finance, or similar environments preferred.
• Exceptional written, verbal, and organizational skills.
• Proven ability to handle confidential information with discretion and sound judgment.
• Highly resourceful, emotionally intelligent, and solution-oriented.
• Strong technical proficiency with productivity tools, email, calendars, travel platforms, and task management systems.
• Flexible availability, including occasional evenings, weekends, and travel.
• Professional presence and ability to remain calm under pressure.
• Comfort and experience in supporting a home with young children.
• Ability to speak and write in Spanish is required.

We are offering a competitive total rewards package, including an annual base salary, discretionary bonus, medical, dental, vision, and a 401K plus match. We are an Equal Opportunity employer. We celebrate diversity and do not discriminate based on protected characteristics.