Executive Assistant to CEO & Family Office

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

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