Executive Assistant

Club Kuma; Santa Monica (CA); On-site; USD 80,000 - 95,000; Full time

Benefits offered by this job

Paid time off

Benefits package

401(k) plan

Company holidays

Job summary

Club Kuma in Santa Monica, CA is seeking an Executive/Personal Assistant to support senior leadership. The role focuses on complex travel planning, calendar management, meeting prep, and discreet handling of confidential information.

You will coordinate domestic and international itineraries, manage multiple time zones, assist with light HR tasks, office operations, and vendor coordination, while upholding professionalism and reliability.

Qualifications

• 3+ years supporting C-suite or senior executives in a fast-paced environment.
• Experience booking complex international travel.
• Proficiency with Microsoft 365 suite (Outlook, Teams, Word, Excel).
• Strong organizational skills with multitasking ability.
• Excellent written and verbal communication skills.

Responsibilities

• Plan and manage complex domestic and international travel for executives, including itineraries, flights, hotels, visas, and ground transport.
• Manage executive calendars across multiple time zones and schedule meetings.
• Prepare materials for travel, meetings, and events (agendas, briefing documents, expense reports).
• Schedule personal appointments and lifestyle logistics with discretion.
• Oversee purchases for business and personal needs, coordinating vendors and delivery.
• Coordinate planning for company functions, conferences, and projects from logistics to execution.
• Support light HR tasks such as timecard reviews and onboarding logistics.
• Oversee general office management, supplies, repairs, and vendor relationships across residences as needed.
• Provide light customer service for house brand and handle confidential information with discretion.
• Supervise and provide direction to the office assistant/receptionist.
• Other duties as assigned.

Skills

Executive support

Travel management

Microsoft 365

Calendar management

Communication

Discretion

Independent worker

HR support

Job description

We are looking for an Executive/Personal Assistant to join our team. The ideal candidate will possess strong travel experience, exceptional administrative skills, a professional demeanor, and the ability to manage multiple priorities efficiently. This role offers an exciting opportunity to work closely with senior leadership, providing comprehensive support to ensure smooth daily operations and strategic initiatives. This role is full-time on-site at our offices in Santa Monica.

What you'll do:

• Plan and manage complex domestic and international travel for senior executives, including multi-city itineraries, flight and hotel arrangements, visa and entry requirements, ground transportation, and detailed day-by-day travel packages.
• Manage and maintain executive calendars, proactively scheduling and prioritizing meetings, appointments, and conferences across multiple time zones.
• Prepare and organize all supporting materials for travel, meetings, and events, including agendas, briefing documents, and expense reports.
• Schedule personal appointments and lifestyle logistics, including medical, personal care, and other private scheduling needs, with a high degree of discretion and reliability.
• Research, initiate, and oversee purchases on behalf of executives — from sourcing vendors and comparing options to placing orders and tracking delivery for both business and personal needs.
• Run errands and manage ad hoc personal tasks as needed, including time-sensitive requests that require flexibility, good judgment, and a "get it done" mindset.
• Coordinate and assist with planning for company functions, conferences, and special projects from logistics through execution.
• Support light HR functions, including timecard reviews and approvals, and helping onboard new employees by coordinating equipment orders, desk setup, and first-day logistics.
• Oversee general office management, including supply ordering, coordinating repairs, and maintaining an organized and functional work environment.
• Coordinate maintenance, repairs, and vendor relationships across multiple private residences, including scheduling service providers, following up on open items, and ensuring each property is well-maintained and fully stocked as needed.
• Provide light customer service support for our house brand, serving as a professional and helpful point of contact.
• Handle sensitive information with the utmost confidentiality and discretion at all times.
• Maintain a high standard of professionalism and integrity in all communications with executives, colleagues, clients, and vendors.
• Supervise and provide day-to-day direction and support to the office assistant/receptionist, serving as a point of contact for questions, priorities, and performance feedback.
• Other duties as assigned.

What you have:

• 3+ years of experience supporting C-suite or senior-level executives in a fast-paced environment.
• Demonstrated experience booking and managing complex international travel, including multi-city itineraries, visa coordination, and cross-timezone scheduling.
• Proficiency across the full Microsoft 365 suite, including Outlook (calendar and email management), Teams, Word, Excel, PowerPoint, and SharePoint.
• Exceptional organizational skills with a strong ability to prioritize, multitask, and pivot quickly without losing attention to detail.
• Strong written and verbal communication skills; able to represent executives professionally in all correspondence.
• Discretion and sound judgment when handling confidential or sensitive information.
• Comfortable working independently with minimal oversight and taking ownership of tasks from start to finish.
• Experience with basic HR or administrative support functions is a plus.

This position is integral to maintaining the efficiency of our executive team while providing valuable support that contributes directly to organizational success. We offer a great package including PTO, benefits, 401K, and holidays. Compensation $80,000-$95,000 DOE.