Executive & Personal Assistant

Capstone Partners Financial and Insurance Services; Newport Beach (CA); On-site; USD 65,000 - 80,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

401(k) with company match

Disability Insurance

Job summary

Capstone Partners is seeking a highly organized, proactive Executive & Personal Assistant to support the Managing Partner in Newport Beach, California. This role blends executive business support with personal logistics in a fast-paced setting.

The ideal candidate will anticipate needs, manage competing priorities, and maintain discretion while coordinating complex schedules, travel, events, and confidential information for the senior leadership team.

Qualifications

• 5+ years of experience supporting a C-suite executive, business owner, Managing Partner, or senior leader.
• Exceptional organizational, time-management, and multitasking skills.
• Highly proactive with the ability to anticipate needs and take initiative without extensive direction.
• Strong judgment, problem-solving, and decision-making abilities.
• Excellent written and verbal communication skills.
• Ability to handle confidential and sensitive information with absolute discretion.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Experience managing complex calendars, travel, events, and competing priorities.
• Ability to work independently while collaborating effectively with a broad range of people.

Responsibilities

• Executive Support: Manage complex business and personal calendars, appointments, and scheduling priorities.
• Coordinate meetings, leadership sessions, recruiting activities, client engagements, and special events.
• Prepare agendas, reports, presentations, meeting materials, and executive briefing documents.
• Serve as a trusted point of contact for internal and external stakeholders.
• Monitor and prioritize communications, ensuring important items receive timely follow-up.
• Track commitments, deadlines, and follow-up items to keep priorities moving forward.
• Anticipate upcoming needs and ensure the Managing Partner is prepared for meetings, events, and other commitments.

Skills

C-suite support

Calendars & scheduling

Travel logistics

Discretion

Communication

Microsoft 365

Tools

Outlook

Word

Excel

PowerPoint

Teams

Job description

Capstone Partners is seeking a highly organized, proactive, and detail-oriented Executive & Personal Assistant to support the Managing Partner. This trusted role will serve as an extension of the Managing Partner, helping maximize efficiency across both professional and personal responsibilities.

The ideal candidate is a resourceful self-starter who anticipates needs, manages competing priorities with sound judgment, and can move seamlessly between executive-level business support and personal logistics. This individual must be highly discreet, dependable, polished, and comfortable operating in a fast-paced environment where priorities can change quickly.

Key Responsibilities

Executive Support

• Manage complex business and personal calendars, appointments, and scheduling priorities.
• Coordinate meetings, leadership sessions, recruiting activities, client engagements, and special events.
• Prepare agendas, reports, presentations, meeting materials, and executive briefing documents.
• Serve as a trusted point of contact for internal and external stakeholders.
• Monitor and prioritize communications, ensuring important items receive timely follow-up.
• Track commitments, deadlines, and follow-up items to keep priorities moving forward.
• Anticipate upcoming needs and ensure the Managing Partner is prepared for meetings, events, and other commitments.

Travel & Executive Logistics

• Coordinate business and personal travel, including flights, hotels, transportation, itineraries, and reservations.
• Manage logistics for business lunches, dinners, client meetings, recruiting meetings, and executive engagements.
• Coordinate schedules across multiple parties and resolve conflicts proactively.
• Assist with planning and execution of special events, meetings, and other executive initiatives.

Personal Assistant Responsibilities

• Coordinate personal appointments, family schedules, and reservations.
• Manage personal errands, deliveries, gift purchases, vehicle maintenance, and other personal logistics.
• Assist with personal and family travel planning and coordination.
• Coordinate with vendors and service providers as needed.
• Run occasional local business and personal errands.
• Handle sensitive personal matters with discretion and professionalism.

Project & Administrative Support

• Manage special projects and initiatives on behalf of the Managing Partner.
• Prepare and maintain reports, spreadsheets, presentations, and other business materials.
• Organize and maintain confidential electronic and physical records.
• Coordinate with advisors, leadership, staff, and external partners to keep projects and commitments on track.
• Identify opportunities to improve organization, efficiency, and processes.
• Provide additional administrative and logistical support as needed.

Qualifications & Requirements

• 5+ years of experience supporting a C-suite executive, business owner, Managing Partner, or senior leader.
• Exceptional organizational, time-management, and multitasking skills.
• Highly proactive with the ability to anticipate needs and take initiative without extensive direction.
• Strong judgment, problem-solving, and decision-making abilities.
• Excellent written and verbal communication skills.
• Ability to handle confidential and sensitive information with absolute discretion.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Experience managing complex calendars, travel, events, and competing priorities.
• Ability to work independently while collaborating effectively with a broad range of people.
• Professional demeanor, polished communication style, and strong executive presence.
• Adaptable and comfortable in a fast-paced environment with changing priorities.
• Must possess a valid California driver's license, maintain a satisfactory driving record, and have reliable personal transportation for occasional local travel and errands.
• Ability to lift up to 25 pounds and perform occasional local errands.
• Flexibility to work occasional early mornings, evenings, or weekends when business or personal commitments require.
• $65,000 - $80,000 annual depending on experience
• Medical, dental, vision, and life insurance
• 401(k) with company match
• Short-term and long-term disability coverage