Executive Personal Assistant for a Visionary Leader

ROSTR, Inc.; Los Angeles (CA); Hybrid; USD 90,000 - 140,000; Full time

Benefits offered by this job

Medical insurance

Mileage reimbursement

Company laptop and phone

Job summary

ROSTR, Inc. in Los Angeles, CA seeks an experienced Personal Assistant for a full-time, in-person role.

The successful candidate will support high-level executives with discretion, calendar management, travel planning, and project coordination across personal and professional tasks. The role requires exceptional communication, organization, and independence, with flexibility for after-hours and weekend coverage.

Qualifications

• Previous experience as a Personal Assistant, Executive Assistant, or similar high-level support role is required.
• Experience supporting executives, high-profile individuals, creatives, or fast-paced leadership teams is required.
• Strong experience managing complex calendars, travel coordination, and personal logistics.
• Exceptional written and verbal communication skills with polished and professional presentation.
• Highly organized with strong multitasking, prioritization, and time management abilities.
• Strong critical thinking and problem-solving skills with the ability to remain composed under pressure.
• Demonstrated ability to operate with the highest level of discretion, confidentiality, and professionalism.
• Self-starter with exceptional follow-through and ability to work independently.
• Detail-oriented with strong administrative, organizational, and coordination skills.
• Comfortable managing shifting priorities and working in demanding, fast-paced environments.
• Proficient with Google Suite, Outlook, Mac OS, iPhone, Expensify, and standard productivity tools.
• Strong interpersonal skills with the ability to work effectively across diverse teams and personalities.
• Flexible schedule with willingness to support travel and after-hours needs as required.
• Valid driver’s license and passport required.

Responsibilities

• Manage personal and professional correspondence, prioritizing urgent communications and maintaining professional formatting standards.
• Maintain and manage complex personal, family, and household calendars, ensuring all appointments and engagements remain current and organized.
• Coordinate detailed travel logistics including flights, accommodations, transportation, itineraries, and schedule changes for both individual and family travel.
• Prepare detailed travel packets, schedules, and itineraries while communicating all logistics to relevant parties.
• Serve as a liaison between the principal, leadership team, household staff, vendors, and external contacts to ensure seamless communication and coordination.
• Manage personal gifting initiatives including sourcing, purchasing, wrapping, shipping, and maintaining seasonal or holiday gift lists.
• Coordinate personal appointments, reservations, errands, and special projects with efficiency and discretion.
• Oversee day-to-day personal logistics and concierge-level support including meals, dietary preferences, supplies, and travel necessities.
• Advance and coordinate event logistics, appearances, and on-site movements to ensure efficient execution.
• Serve as the primary on-site point of contact during events and appearances while proactively anticipating needs.
• Coordinate glam and creative logistics including circulation of references, scheduling, and on-site support for appearances and events.
• Manage and submit weekly expense reports accurately and on time using designated platforms such as Expensify.
• Liaise with business management offices for expense reporting, reconciliation, and administrative coordination.
• Draft professional correspondence, thank-you notes, RSVPs, and additional communications on behalf of the principal.
• Coordinate household operations including vendors, maintenance appointments, deliveries, and service providers as needed.
• Maintain organization of important records, schedules, documents, contacts, and ongoing projects.
• Anticipate scheduling conflicts and proactively resolve issues in a fast-paced environment.
• Support family and personal activities, special occasions, travel preparation, and miscellaneous administrative tasks as directed.
• Maintain flexibility for evenings, weekends, travel, and urgent support needs depending on scheduling demands.

Skills

Discretion & confidentiality

Calendar management

Travel coordination

Written communication

Verbal communication

Multitasking

Organizational skills

Independent work

Vendor coordination

Expensify proficiency

Google Suite proficiency

Mac OS proficiency

Outlook proficiency

Driver's license & passport

Tools

Expensify

Google Suite

Outlook

Mac OS

iPhone

Job description

ROSTR, Inc. in Los Angeles, CA seeks an experienced Personal Assistant for a full-time, in-person role.

The successful candidate will support high-level executives with discretion, calendar management, travel planning, and project coordination across personal and professional tasks. The role requires exceptional communication, organization, and independence, with flexibility for after-hours and weekend coverage.