Executive Assistant to CEO of Napa Institute

The Napa Institute; DuPont (WA); On-site; USD 75,000 - 85,000; Full time

Job summary

The Napa Institute is seeking an Executive Assistant to the CEO in Irvine, California. This role provides administrative, operational, and personal support across business, philanthropic, family, and household responsibilities.

The candidate must be highly organized, proactive, discreet, and able to anticipate needs in a fast-paced environment. Five+ years of experience supporting C-suite executives, exceptional organizational and communication skills, and proficiency with Microsoft Office and

Qualifications

• Practicing Roman Catholic in full accord with the teachings of the Catholic Church and supportive of the Napa Institute mission.
• Experience in a CEO, entrepreneurial, family office, hospitality, nonprofit, luxury service, or estate operations environment.
• Experience planning executive events, retreats, and complex gatherings.
• Experience supervising vendors, contractors, and support staff.

Responsibilities

• Manage a complex executive calendar involving multiple businesses, nonprofit organizations, boards, family commitments, and external stakeholders.
• Prepare schedules, briefing materials, itineraries, agendas, correspondence, reports, and presentations.
• Coordinate domestic and international travel, including commercial and private aviation, accommodations, dining, transportation, and real-time itinerary adjustments.
• Support personal and family logistics, including appointments, household scheduling, gifts, charitable commitments, and personal projects.
• Assist with office operations, facilities, vendors, service providers, and process improvements.
• Coordinate support staff, including reception, chauffeur services, and facility personnel.
• Process invoices and expense reports; maintain organized files, records, and confidential documentation.
• Handle sensitive information with absolute discretion and professionalism.
• Work outside traditional business hours when necessary to support the CEO and family.

Skills

C-suite support

Organizational skills

Project management

Communication

Discretion

Attention to detail

Executive presence

Hospitality

AI tools familiarity

Travel coordination

Driver's license

Tools

Microsoft Office

Google Workspace

Job description

Pacific Hospitality Group provides a unique value proposition to investors and team members through our owner/operator approach. We are a family focused company committed to long term holds that enable us to grow our business and our team members. Our vision is to enrich people’s lives by offering memorable experiences, giving back to our communities and honoring God in all that we do. We are focused on long-term value creation and sustainable growth. Our Guiding Principles: Integrity, Compliance, Value Creation, Principled Entrepreneurship, Customer Focus, Knowledge, Change, Humility, Respect, & Fulfillment The salary range for this position is $75,000-$85,000.

Executive Assistant to the CEO Napa Institute | Irvine, California

Position Summary

The Executive Assistant to the CEO serves as a trusted partner to the Chief Executive Officer, providing exceptional administrative, operational, and personal support across business, philanthropic, family, and household responsibilities. The candidate must be highly organized, proactive, discreet, and capable of anticipating needs, managing complex logistics, and exercising sound judgment in a fast-paced environment. The candidate is also required to be a practicing Catholic who fully supports the mission of the Napa Institute and the Busch family.

Key Responsibilities

• Manage a complex executive calendar involving multiple businesses, nonprofit organizations, boards, family commitments, and external stakeholders.
• Prepare schedules, briefing materials, itineraries, agendas, correspondence, reports, and presentations.
• Coordinate domestic and international travel, including commercial and private aviation, accommodations, dining, transportation, and real-time itinerary adjustments.
• Support personal and family logistics, including appointments, household scheduling, gifts, charitable commitments, and personal projects.
• Assist with office operations, facilities, vendors, service providers, and process improvements.
• Coordinate support staff, including reception, chauffeur services, and facility personnel.
• Process invoices and expense reports; maintain organized files, records, and confidential documentation.
• Handle sensitive information with absolute discretion and professionalism.
• Work outside traditional business hours when necessary to support the CEO and family.

Qualifications

• Five or more years of experience supporting C-suite executives, principals, entrepreneurs, or high-net-worth individuals.
• Exceptional organizational, communication, project management, and problem-solving skills.
• Ability to manage multiple high-priority responsibilities simultaneously.
• Strong judgment, initiative, adaptability, and attention to detail.
• High level of professionalism, discretion, confidentiality, and service orientation.
• Advanced proficiency with Microsoft Office and Google Workspace.
• Familiarity with artificial intelligence tools such as ChatGPT, Claude, and similar applications.
• Experience coordinating domestic and international travel.
• Valid driver’s license and reliable transportation.

Required Qualifications

• Practicing Roman Catholic in full accord with the teachings of the Catholic Church and supportive of the mission of the Napa Institute and the Busch family.
• Understanding of Catholic teachings, Church structure, and the needs of ecclesiastical and lay leaders.
• Experience in a CEO, entrepreneurial, family office, hospitality, nonprofit, luxury service, or estate operations environment.
• Experience planning executive events, retreats, and complex gatherings.
• Experience supervising vendors, contractors, and support staff.

Core Competencies

• Executive presence
• Absolute confidentiality
• Anticipation and initiative
• Organization
• Project management
• Communication
• Relationship management
• Adaptability
• Hospitality
• Attention to detail
• Professional judgment

Why Join Napa Institute?

This is a unique opportunity to serve as a trusted member of the executive team while supporting the work of the Napa Institute across business, philanthropy, hospitality, and family operations. The position offers the opportunity to make a meaningful contribution in a dynamic, mission-driven environment.

We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

At Pacific Hospitality Group, we believe in empowering team members as entrepreneurial thinkers who create value through integrity, vision, humility, and personal accountability. Guided by the principles of Principled Entrepreneurship, we foster an environment where individuals are encouraged to challenge the status quo, act with purpose, and take ownership of their impact. We support our team in discovering their unique gifts, continuously growing their capabilities, and contributing meaningfully—not just to our business, but to the lives of our guests, communities, and one another. If you're ready to grow with a team that values fulfillment and humility, start your journey with us—discover the opportunities waiting for you at Pacific Hospitality Group.