Executive Assistant to CEO

Pacific Hospitality Group; Irvine (CA); On-site; USD 75,000 - 85,000; Full time

Job summary

Napa Institute in Irvine, California, seeks an Executive Assistant to the CEO to provide exceptional administrative, operational, and personal support across business, philanthropic, family, and household responsibilities.

The ideal candidate is highly organized, proactive, discreet, and able to anticipate needs in a fast-paced environment. The role requires a practicing Catholic who supports our mission and leadership.

Qualifications

• Five+ years of experience supporting C-suite executives or high-net-worth individuals.
• Strong organizational, communication, and project management skills.
• Ability to manage multiple high-priority responsibilities simultaneously.
• High level of professionalism, discretion, confidentiality, and service orientation.
• Experience coordinating domestic and international travel and events.

Responsibilities

• Manage a complex executive calendar across multiple businesses, nonprofits, and family commitments.
• Prepare schedules, briefing materials, itineraries, agendas, correspondence, reports, and presentations.
• Coordinate domestic and international travel, including private aviation, accommodations, and real-time itinerary adjustments.
• Support personal and family logistics, household scheduling, gifts, and charitable commitments.
• Assist with office operations, facilities, vendors, and process improvements.
• Coordinate support staff, including reception and facility personnel.
• Process invoices and expense reports; maintain organized files 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

Executive support

Calendar management

Travel coordination

Discretion

Communication

Tools

Microsoft Office

Google Workspace

ChatGPT/AI tools

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; and 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.