Executive Assistant – Chairman

Jobtailor; Santa Monica (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

Jobtailor is seeking an experienced Executive Assistant to support the Chairman in Santa Monica. The role involves meticulous calendar management, travel planning, and high-touch coordination with internal and external stakeholders.

You will prepare materials, handle confidential information, and maintain flawless organization across personal and professional tasks. The ideal candidate has 5+ years in senior-level support, exceptional discretion, and strong communication.

Qualifications

• 5+ years of experience in executive/personal support roles.
• Experience supporting senior executives or high-profile individuals is strongly preferred.
• Excellent organizational and calendar management skills.
• Discretion with confidential information is essential.
• Strong written and verbal communication skills.

Responsibilities

• Manage the Chairman's business and personal calendars, meetings, appointments, and calls.
• Coordinate with executives and stakeholders across organizations.
• Prepare meeting materials, presentations, and documents as required.
• Coordinate domestic and international travel arrangements.
• Track expenses and maintain administrative records.
• Provide flexible, hands-on support across personal and professional needs.

Skills

Executive Support

Calendar Management

Confidentiality

Proactive Problem Solving

Communication Skills

Judgment

Service Orientation

Education

Valid Driver's License

Tools

Microsoft Office

Outlook

PowerPoint

Excel

Scheduling Tools

Job description

• Manage the Chairman's business calendar, meetings, appointments and conference calls.
• Coordinate with Dreamscape Learn executives, Board members and other internal and external stakeholders.
• Understand priorities, anticipate needs and proactively manage scheduling conflicts and follow-ups.
• Coordinate domestic and international travel, including flights, accommodations, transportation and itineraries.
• Prepare meeting materials, agendas, correspondence, presentations and other documents as required.
• Manage expenses, receipts and administrative records.
• Conduct research and assist with special projects as needed.
• Maintain professionalism, discretion and confidentiality in all interactions.
• Manage the Chairman's personal calendar, appointments, reservations and commitments.
• Coordinate personal and family travel.
• Support day-to-day management of the Chairman's Santa Monica residence.
• Coordinate household vendors, contractors, maintenance, repairs and service providers.
• Manage personal expenses, purchases, returns, deliveries, appointments and other administrative needs.
• Handle personal errands and occasional local driving.
• Research, coordinate and arrange personal projects, events, services and purchases.
• Anticipate needs and proactively resolve issues.
• Provide flexible, hands-on support across personal and professional needs.

Requirements

• 5+ years of experience as an Executive Assistant, Personal Assistant, Household Manager, Family Assistant or in a similarly high-touch support role.
• Experience supporting a senior executive, founder, principal or high-profile individual strongly preferred.
• Exceptional organizational, calendar management and prioritization skills.
• Highly proactive, resourceful and able to anticipate needs and solve problems independently.
• Excellent judgment and demonstrated ability to handle confidential and sensitive information with absolute discretion.
• Strong written and verbal communication skills.
• Comfortable working autonomously and managing multiple professional, personal and household priorities simultaneously.
• Service-oriented and willing to take ownership of tasks both large and small.
• Ability to work in person in Santa Monica a minimum of three days per week, with flexibility based on the Chairman's schedule and needs.
• Valid driver's license and reliable transportation required.
• Flexibility to occasionally support time-sensitive matters outside standard business hours.
• Strong proficiency with Microsoft Office, Outlook, PowerPoint, Excel and other common productivity and scheduling tools.

Core Competencies

Demonstrates exceptional organizational and calendar management skills while providing high-level support to senior executives. Proficient in handling confidential information with discretion and managing multiple priorities in both personal and professional contexts.

Highest-signal resume keywords

• Executive Support Experience
• Calendar Management
• Confidentiality and Discretion
• Microsoft Office Proficiency
• Proactive Problem Solving

Hard Skills

• Calendar Management
• Expense Management
• Travel Coordination
• Research Skills
• Document Preparation

Soft Skills

• Organizational Skills
• Communication Skills
• Service Orientation
• Proactivity
• Judgment

Certifications & Qualifications

• Valid Driver's License

Industry Keywords

• Executive Assistant
• Personal Assistant
• Household Manager
• Family Assistant
• High-Touch Support

Tools & Technologies

• Microsoft Office
• Outlook
• PowerPoint
• Excel
• Scheduling Tools