Executive/Personal Assistant

Vaco by Highspring; Westlake Village (CA); Hybrid; USD 110,000 - 125,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Vaco by Highspring is seeking an experienced Executive Assistant / Personal Assistant to support its CEO in a hybrid Westlake Village, CA environment. The role blends executive support with personal assistance, requiring proactive scheduling, travel coordination, and high-level project management.

The ideal candidate will have 5+ years supporting C-level executives, strong communication skills, and comfort with new technologies including AI tools like Claude, ChatGPT, and Copilot.

Qualifications

• 5+ years of Executive Assistant experience supporting C-level executives, founders, or entrepreneurs.
• Strong Personal Assistant experience supporting executives outside of work responsibilities.
• Proven experience managing complex calendars, travel, and shifting priorities.
• Excellent communication, organization, and follow-through.
• Ability to work independently with minimal direction.
• Experience managing projects from start to finish.

Responsibilities

• Manage complex executive calendars and scheduling.
• Coordinate domestic and international travel.
• Serve as gatekeeper and trusted partner to the CEO.
• Track action items, projects, and follow-up responsibilities.
• Coordinate vendors, contractors, and special projects.
• Manage personal scheduling, errands, and household-related matters.
• Assist with event planning, reservations, and executive logistics.
• Support office-related initiatives and operational projects.

Skills

Calendar management

Travel planning

Executive support

Communication

Independent worker

Project management

Outlook

Microsoft Office

Excel

AI tools

Claude

ChatGPT

Copilot

Tools

Outlook

Microsoft Office

Excel

AI tools

Claude

ChatGPT

Copilot

Job description

Executive Assistant / Personal Assistant to CEO

Location: Westlake Village, CA (Hybrid)

Compensation: $110,000-$125,000 base salary (up to $130,000 for an exceptional candidate)

A rapidly growing company within the Real Estate Appraisal industry is seeking an experienced Executive Assistant / Personal Assistant to support its CEO. This is a highly visible role for someone who thrives in a fast-paced environment, can anticipate needs before they arise, and enjoys being a true right-hand to an executive.

This position is approximately 50% Executive Assistant and 50% Personal Assistant, supporting both business and personal priorities. The role is currently based out of the CEO's home office approximately two days per week, with plans to transition into a dedicated office environment as the company continues to grow.

Key Responsibilities

• Manage complex executive calendars and scheduling
• Coordinate domestic and international travel
• Serve as gatekeeper and trusted partner to the CEO
• Track action items, projects, and follow-up responsibilities
• Coordinate vendors, contractors, and special projects
• Manage personal scheduling, errands, and household-related matters
• Assist with event planning, reservations, and executive logistics
• Support office-related initiatives and operational projects

Qualifications

• 5+ years of Executive Assistant experience supporting C-level executives, founders, or entrepreneurs
• Strong Personal Assistant experience supporting executives outside of work responsibilities
• Proven experience managing complex calendars, travel, and shifting priorities
• Excellent communication, organization, and follow-through
• Ability to work independently with minimal direction
• Experience managing projects from start to finish

Technology proficiency is a top priority for this role. Qualified candidates should:

• Be highly proficient with Outlook, Microsoft Office, and Excel
• Regularly utilize AI tools in their daily workflow
• Be comfortable learning and implementing new technology platforms

Experience with Claude, ChatGPT, and/or Microsoft Copilot is highly preferred.

Ideal Candidate

• Professional, proactive, and adaptable
• Highly organized with strong attention to detail
• Comfortable supporting a fast-moving CEO
• Tech-savvy and naturally resourceful
• Able to balance executive support, personal responsibilities, and project management

This is an excellent opportunity for a career Executive Assistant who enjoys working closely with an entrepreneurial executive and wants to make a meaningful impact within a growing organization.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Privacy Notice

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations; and
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).