Executive Personal Assistant

Career Group Companies; Santa Monica (CA); On-site; USD 100,000 - 150,000; Full time

Job summary

Career Group Companies is seeking an Executive Personal Assistant to support a co-founder within a dynamic, interdisciplinary creative community in Santa Monica. The role blends high-level personal assistance with sophisticated calendar management, travel coordination, and corporate administrative duties to ensure the executive operates smoothly across business and personal matters.

The ideal candidate will be highly organized, anticipate needs, and thrive in a fast-paced, independent

Qualifications

• 7–10 years of experience supporting a senior executive in an EA/Executive PA role
• Proficiency with modern productivity tools and calendar platforms
• Exceptional organizational skills with ability to create structure in fast-paced environments
• Excellent communication skills to keep the executive informed and prepared
• Strong judgment, confidentiality, and discretion handling sensitive matters
• Highly self-directed and resourceful, proactive problem-solver

Responsibilities

• Provide comprehensive day-to-day personal and administrative support to the executive
• Maintain consistent communication, provide timely updates and information for decision-making
• Manage personal appointments, home-related responsibilities, and vendor coordination with discretion
• Coordinate complex calendars across multiple time zones and align professional and personal commitments

Skills

Executive support

Calendar management

Travel coordination

Discretion & confidentiality

Communication skills

Independent work

Job description

Executive Personal Assistant to Co-Founder of an Interdisciplinary Creative Community

Our client is seeking a talented Executive Personal Assistant will provide high-level personal and administrative support to a busy executive who is working in a multifaceted creative company. This is a hands-on role with a strong emphasis on personal assistance, complemented by complex calendaring, travel coordination, and corporate administrative responsibilities. This role will unite business and personal operations and be a support system for a dynamic and innovative executive.

They will be highly organized, exercise sound judgment, and anticipate needs before they arise. This individual must be comfortable working independently, creating structure in a fast-paced environment, and staying ten steps ahead of the executive.

Key Responsibilities

Executive & Personal Support

• Provide comprehensive day-to-day personal and administrative support to the executive.
• Maintain consistent communication with the executive, providing timely updates, reminders, and relevant information to support effective decision-making.
• Manage personal appointments, commitments, and home-related responsibilities with efficiency and discretion.
• Coordinate with household contacts, service providers, and vendors to ensure personal matters are handled seamlessly.

Calendar & Schedule Management

• Manage a complex and frequently changing calendar across multiple time zones.
• Coordinate professional and personal commitments, balancing competing priorities and adjusting schedules as needed.
• Ensure the executive is fully briefed and prepared for upcoming meetings, appointments, and engagements.
• Communicate scheduling changes and relevant details to the appropriate parties.

Travel Coordination

• Coordinate domestic and international travel, including flights, accommodations, ground transportation, and detailed travel agendas.
• Prepare comprehensive itineraries that account for meetings, personal commitments, logistics, and time zone changes.
• Proactively manage travel changes and troubleshoot logistical challenges while the executive is on the move.
• Ensure the executive has the necessary information, arrangements, and resources for seamless travel

Administrative & Operational Support

• Manage communications and administrative tasks with strong attention to detail and follow-through.
• Coordinate with internal teams, external contacts, and vendors to ensure requests and priorities are handled efficiently.
• Maintain accurate records, manage confidential information, and ensure outstanding tasks are followed through to completion.

Skills & Qualifications

• 7–10 years of experience supporting a senior executive in an Executive Assistant, Executive Personal Assistant, or comparable role.
• Proficiency with modern productivity tools, calendar platforms, and digital organizational systems.
• Exceptional organizational skills and the ability to create structure, establish priorities, and manage multiple moving pieces.
• Excellent communication skills, with the ability to keep an executive informed, prepared, and up to date.
• Strong judgment, professional maturity, and the ability to handle sensitive matters with discretion and confidentiality.
• Highly self-directed and resourceful, with the confidence to make sound decisions and resolve issues independently.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring. California applicants, please view our Privacy Notice here: California Privacy Policy | Career Group Companies

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