Executive Personal Assistant and Lifestyle Operations Manager

HR MGMT 10 LLC; Costa Mesa (CA); On-site; USD 110,000 - 180,000; Full time

Job summary

HR MGMT 10 LLC seeks an Executive Personal Assistant and Lifestyle Operations Manager to support a fast-moving entrepreneur. The role blends personal assistance, wardrobe management, household organization, and travel planning in a high-trust setting. You will anticipate needs, create systems, and relentlessly follow through to keep the principal organized and prepared for every commitment. This is on-site in California.

Qualifications

• 4+ years of senior personal assistant or lifestyle management experience.
• Ability to manage private schedules with confidentiality and discretion.
• Strong organizational skills, attention to detail, and proactive mindset.

Responsibilities

• Maintain and coordinate the principal's personal calendar and schedule.
• Review upcoming week to identify conflicts and prep needs.
• Coordinate sessions with coaches, trainers, and wellness providers.
• Provide timely reminders and decision-ready options.
• Develop a structured daily/weekly rhythm to reduce decision fatigue.

Skills

Calendar management

Travel coordination

Wardrobe curation

Vendor management

Discretion & confidentiality

Proactive problem solving

Communication

Tools

Calendar software

Travel platforms

Household-management systems

Notes & shared docs

Job description

We are seeking an exceptional Executive Personal Assistant and Lifestyle Operations Manager to support a highly driven, fast-moving entrepreneur and private principal. This is a high-trust, highly personalized role for someone who takes genuine pride in creating order, anticipating needs, and making another persons life operate at an exceptional level. The right person will be energetic, meticulous, emotionally intelligent, discreet, resourceful, and naturally service-oriented. They will be equally comfortable coordinating a complex personal schedule, organizing a wardrobe, preparing for travel, resetting a gym bag, managing household systems, directing vendors, and identifying small improvements that remove friction from everyday life.

This is not a traditional desk-only assistant position, nor is it a housekeeping role. It is a senior, hands-on combination of personal assistance, lifestyle management, wardrobe curation, household organization, scheduling, travel coordination, and practical execution.

ROLE AT A GLANCE:

Supports a high-performing entrepreneur and private principal.

SCOPE:

Calendar, lifestyle readiness, wardrobe, household systems, travel, training, vehicles, errands, and hosting.

WHAT MAKES THIS ROLE DIFFERENT:

The successful candidate does not wait to be told about every detail. They notice what is out of place, understand what is likely to be needed next, create a system, communicate clearly, and follow through until the issue is fully resolved.

Core Responsibilities:

Personal Schedule and Weekly Planning:

• Maintain and coordinate the principals personal calendar, appointments, training sessions, travel, social commitments, household needs, and family-related plans.
• Review the upcoming week in advance and proactively identify scheduling conflicts, preparation needs, travel requirements, wardrobe considerations, and unfinished tasks.
• Book and coordinate sessions with striking coaches, Brazilian jiu-jitsu coaches, trainers, wellness providers, and other specialists.
• Provide timely, concise reminders and decision-ready options without creating unnecessary communication noise.
• Develop an organized daily and weekly rhythm that reduces decision fatigue and ensures the principal is prepared for each commitment.

Wardrobe, Closet & Personal Presentation:

• Learn the principals style, preferred brands, sizing, lifestyle requirements, and presentation standards.
• Curate and continuously improve a functional, elevated, and well-organized wardrobe; identify missing essentials and recommend thoughtful additions.
• Organize closets so clothing is easy to find, select, wear, and maintain. Coordinate tailoring, dry cleaning, repairs, shoe care, returns, donations, and seasonal rotations.
• Source clothing and present a curated set of strong options rather than overwhelming the principal with choices.
• Prepare outfit options for meetings, dinners, events, training, travel, and other occasions; remove outdated, damaged, ill-fitting, or unused clothing with approval.

Household Organization and Personal Systems:

• Maintain clear, intuitive organization throughout the principal's bedroom, home office, closets, kitchen, storage areas,and other personal spaces.
• Create designated locations for frequently used items and use practical labels, inventories, checklists, and tracking systems where appropriate.
• Regularly inspect personal spaces for clutter, missing items, inefficiencies, or opportunities for improvement.
• Maintain awareness of what has been moved, stored, discarded, donated, repaired, or replaced, and communicate those changes clearly.
• Protect the principal's privacy and handle personal belongings with exceptional care, discretion, and judgment.

Household Staff, Cleaners and Vendor Management:

• Create and maintain clear standard operating procedures for cleaners and household vendors.
• Communicate expectations respectfully but firmly, verify that work is completed to standard, and resolve recurring quality issues at the system level.
• Coordinate cleaners, organizers, maintenance providers, detailers, tailors, delivery services, and other vendors.
• Ensure instructions are practical, easy to follow, and consistently implemented so the principal does not have to repeatedly correct or supervise work.

Daily Readiness: Gym, Vehicles & Personal Belongings

• Clean out, organize, and reset gym bags and training equipment; ensure bags are stocked with the correct clothing, toiletries, wraps, gloves, recovery items, and essentials.
• Create a repeatable process for used clothing, clean clothing, equipment, replenishment, and training-day preparation.
• Regularly inspect and reset the principal's vehicles, removing trash, clothing, receipts, packages, training equipment, and other personal items.
• Tell the principal what was found and where each item was placed; return belongings to their proper locations rather than moving clutter from one space to another.
• Coordinate vehicle cleaning, detailing, fueling, and service appointments as requested, and keep vehicles consistently clean, stocked, and ready for use.

Travel Planning, Packing and Logistics:

• Coordinate domestic and international travel, including flights, accommodations, ground transportation, reservations, training arrangements, and concise itineraries.
• Anticipate requirements based on destination, weather, schedule, activities, and trip length.
• Pack and unpack luggage when requested, including clothing options, accessories, toiletries, chargers, supplements, training equipment, and other essentials.
• Maintain reusable packing lists for business travel, training travel, vacations, and short trips.
• Handle last-minute changes calmly and resourcefully while keeping the principal informed of only what requires attention or a decision.

Shopping, Household Stocking and Hosting:

• Manage grocery shopping and maintain appropriate household essentials.
• Shop for barbecues, dinners, family visits, guests, and special occasions; prepare the home for visitors, including food, beverages, guest supplies, organization, and presentation.
• Maintain kitchen, pantry, refrigerator, and household inventory systems; remove expired or unnecessary items and replenish frequently used products.
• Coordinate deliveries, returns, pickups, and household errands with strong attention to timing and follow-through.
• Develop enough knowledge of the principal's preferences to make sound routine decisions without requiring approval for every purchase.
• Regularly identify opportunities to make the principal's life more organized, efficient, comfortable, and enjoyable.
• Resolve recurring problems by improving the underlying process rather than repeatedly treating the symptom.
• Research and recommend products, services, vendors, wardrobe additions, travel options, and organizational solutions.
• Maintain concise documentation for recurring responsibilities and provide thoughtful input while respecting the principals preferences and final decisions.

The Ideal Candidate:

• High-energy: Comfortable operating in a fast-moving environment and managing several different types of responsibilities in the same day.
• Exceptionally organized: Naturally creates structure, categories, checklists, routines, and repeatable systems.
• Detail-oriented: Notices small issues before they become larger problems.
• Anticipatory: Thinks several steps ahead and prepares without requiring constant instruction.
• Emotionally intelligent: Understands tone, timing, preferences, pressure, and when the principal needs support, space, options, or a direct recommendation.
• Compassionate and service-minded: Genuinely cares about improving the principal's quality of life and readiness.
• Discreet: Understands the sensitivity of working inside a private home and around confidential personal information.
• Calm under pressure: Responds to changing plans without becoming visibly frustrated or disorganized.
• Tasteful: Has a strong eye for clothing, presentation, organization, and quality.
• Resourceful and hands-on: Finds solutions, follows through, and takes equal pride in high-level planning and practical execution.
• Direct but respectful: Communicates issues clearly and is comfortable making thoughtful recommendations.
• Consistent: Maintains standards over time rather than organizing something once and allowing it to decline.

THE RIGHT BALANCE:

High-energy without being frantic. Proactive without being intrusive. Warm without becoming overly familiar. Exacting without becoming rigid.

Qualifications:

• At least 4-7 years of relevant experience as a senior personal assistant, executive personal assistant, private lifestyle manager, household manager, estate assistant, luxury concierge, or similar high-trust professional.
• Prior experience supporting a high-net-worth individual, founder, executive, athlete, public figure, private family, or similarly demanding principal is strongly preferred.
• Demonstrated experience managing personal schedules, travel, errands, vendors, household systems, and confidential information.
• Excellent written and verbal communication, sound judgment, and the ability to make decisions independently within established preferences.
• Comfort using calendars, task-management tools, notes, shared documents, travel platforms, and household-management systems.
• Valid driver's license and clean driving record.
• Willingness to work primarily on-site and provide occasional evening, weekend, or travel support when needed.
• Ability to pass a comprehensive background and reference check and sign a confidentiality and non-disclosure agreement.

Preferred Experience:

• Wardrobe styling, personal shopping, closet organization, or inventory management
• Luxury hospitality, private club, concierge, estate, or household operations
• Founder, CEO, athlete, public figure, or family-office support
• Travel planning, packing, vendor oversight, and guest or event preparation
• Fitness, combat sports, wellness, or performance-focused environments

What Success Looks Like:

Within the first several months, the successful candidate will have created a noticeably calmer, more organized, and better-prepared personal environment. Indicators of success include:

• The principal knows where important belongings are and can access them quickly.
• The home office, bedroom, closets, kitchen, vehicles, bags, and personal spaces follow clear, sustainable organizational systems.
• The wardrobe is current, edited, easy to navigate, and aligned with the principal's style.
• Gym bags, travel bags, and vehicles are routinely reset and ready.
• The upcoming week is reviewed in advance, with preparation needs anticipated before they become urgent.
• Cleaners and vendors understand their responsibilities and consistently follow documented standards.
• Travel, training, hosting, and household preparation require less last-minute involvement from the principal.
• Items are rarely misplaced because there is a reliable process for tracking and returning them.
• The principal experiences less cognitive load, fewer preventable interruptions, and greater confidence that personal details are handled.