Executive Personal Assistant

Pocketbook Agency; Newport Beach (CA); On-site; USD 120,000 - 150,000; Full time

Benefits offered by this job

Healthcare stipend

Discretionary bonus

Occasional travel to Park City

Job summary

Pocketbook Agency is seeking an exceptional Personal Assistant/House Manager to become a trusted right hand for a busy family across Southern California and mountain/resort locations.

The role involves building systems, managing calendars, travel logistics, vendor coordination, and caring for a beloved dog, with occasional trips to Park City, Utah. Ideal candidates are organized, proactive, discreet, and able to scale operations as the portfolio grows.

Qualifications

• 5+ years of experience supporting high-net-worth individuals, founders, executives, or private families in a private-service role.
• Highly proactive with a strong ownership mindset and 'figure it out' mentality.
• Ability to build structure where little exists and scale systems over time.
• Exceptionally organized with strong follow-through and attention to detail.
• Calm under pressure and capable of prioritizing competing demands.
• Tech-savvy with calendars, spreadsheets, PM tools, and productivity apps.

Responsibilities

• Manage calendars, scheduling, appointments, and day-to-day logistics for both principals.
• Coordinate domestic and international travel with detailed itineraries and real-time tweaks.
• Handle reservations, sourcing, gifting, and personal requests with discretion.
• Oversee household operations and coordinate vendors, contractors, and service professionals.
• Support real estate logistics, including broker comms, inspections, and move management.
• Coordinate travel between Newport Coast, OC and Park City, UT as needed.

Skills

High-net-worth support

Proactive ownership

Organization

Travel coordination

Tools

Calendar apps

Job description

A warm and highly collaborative couple is seeking an exceptional Personal Assistant/House Manager to become a trusted right hand across their personal lives, household operations, and growing portfolio of residences. This is a unique opportunity to join the family during an exciting period of growth. Initially based in Southern California, the role will support the principals as they transition into managing homes in both Newport Coast, California and Park City, Utah. The ideal candidate is energized by building systems from the ground up, thrives in dynamic environments, and enjoys creating order, structure, and ease wherever they go. The right person will be proactive, resourceful, highly organized, and excited to grow alongside the principals as their needs evolve over time.

Responsibilities:

• Manage calendars, scheduling, appointments, and day-to-day logistics for both principals
• Coordinate domestic and international travel, including detailed itineraries and real-time adjustments
• Handle reservations, appointments, gifting, sourcing, purchasing, and personal requests with professionalism and discretion
• Maintain awareness of important dates, deadlines, travel plans, and family milestones
• Coordinate dinners, holiday celebrations, small gatherings, and entertaining logistics
• Assist with vehicle management, registrations, maintenance scheduling, insurance coordination, and related administrative tasks
• Provide thoughtful support for the family's beloved dog, including coordinating veterinary appointments, medication pickups, pet care, and boarding as needed
• Anticipate needs before they arise and proactively remove friction from the principals' day-to-day lives
• Oversee the day-to-day operations of the household, ensuring everything runs smoothly and efficiently
• Serve as the primary point of contact for vendors, contractors, maintenance providers, and household service professionals
• Coordinate repairs, home maintenance, preventative upkeep, and household projects
• Assist with real estate logistics, including broker communication, inspections, leasing support, vendor coordination, and move management
• Coordinate seasonal transitions and logistics between multiple residences as the family's portfolio expands
• Ensure homes are fully prepared before arrivals and properly maintained during periods of travel
• Source, vet, and coordinate household vendors and service providers, including pet care professionals, cleaners, organizers, chefs, and specialty vendors
• Develop systems, processes, inventories, and operating procedures that improve household efficiency
• Create and maintain systems for visibility, organization, and accountability across personal and household responsibilities
• Track ongoing projects, action items, appointments, and follow-ups to ensure nothing falls through the cracks
• Organize important household, medical, and personal records
• Monitor inboxes, flag priorities, and assist with correspondence as needed
• Liaise with medical providers, travel partners, household vendors, and other trusted advisors
• Collaborate closely with the principals to prioritize projects, communicate updates, and proactively solve problems before they become issues

Requirements:

• 5+ years of experience supporting high-net-worth individuals, founders, executives, or private families as a Personal Assistant, House Manager, Executive Assistant, or in a similarly dynamic private-service role.
• Highly proactive with a strong sense of ownership and a natural "figure it out" mentality
• Comfortable building structure where little currently exists and implementing systems that scale
• Exceptionally organized with outstanding follow-through and attention to detail
• Calm under pressure and able to effectively prioritize competing demands in a fast-paced environment
• Tech-savvy and comfortable using calendars, spreadsheets, project management platforms, and productivity tools
• Service-oriented, emotionally intelligent, and naturally collaborative
• Professional, discreet, trustworthy, and exercises excellent judgment
• Comfortable communicating with everyone from household vendors and contractors to high-level professionals
• Based in Southern California
• Comfortable with occasional travel, including trips to Park City, Utah as needed
• Must love dogs!

Schedule:

Full-time, primarily Monday through Friday with flexibility for evenings, weekends, and occasional travel as needed

Compensation:

Up to $150K+ base + discretionary bonus + healthcare stipend/benefits

Pocketbook Agency is an equal opportunity recruiting firm and does not discriminate in its recruiting, screening, or placement practices based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.