Executive Assistant to CEO – Global Travel & Discretion

NAPA INSTITUTE; Irvine (CA); On-site; USD 75,000 - 85,000; Full time

Job summary

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

The ideal candidate is highly organized, discreet, proactive, and capable of handling complex logistics for a fast-paced environment. The position requires managing multiple calendars, coordinating travel, and supporting office operations while maintaining strict confidentiality and

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.
• Advanced proficiency with Microsoft Office and Google Workspace.
• Familiarity with artificial intelligence tools such as ChatGPT, Claude, and similar applications.

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

Travel coordination

AI tools familiarity

Office suites

Tools

Microsoft Office

Google Workspace

Job description

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

The ideal candidate is highly organized, discreet, proactive, and capable of handling complex logistics for a fast-paced environment. The position requires managing multiple calendars, coordinating travel, and supporting office operations while maintaining strict confidentiality and