EXECUTIVE PERSONAL ASSISTANT & OFFICE ADMINISTRATOR

Confidential; Irvine (CA); On-site; USD 70,000 - 80,000; Full time

Job summary

An innovative firm is seeking a proactive Executive Personal Assistant & Office Administrator to support the CEO and ensure smooth operations in both corporate and personal environments. This hybrid role requires a detail-oriented individual who thrives in fast-paced settings and possesses exceptional organizational and multitasking skills. The successful candidate will manage office administration, provide executive support, and handle personal assistant duties, all while maintaining a high standard of service and discretion. Join this dynamic team and contribute to a welcoming atmosphere while executing special projects that enhance workplace culture.

Benefits

PPO Healthcare Coverage

Vision and Dental Insurance

401(k) plan with 4% match

PTO and paid holidays

Paid Parental Leave

Pet insurance

Gas and mileage reimbursement

Qualifications

• 3+ years of experience supporting C-level executives in a personal or executive assistant role.
• Strong multitasking and organizational skills with a proactive mindset.

Responsibilities

• Provide administrative support to the CEO, including calendar and travel management.
• Coordinate home maintenance and manage personal errands for the CEO.

Skills

Personal Assistance

Executive Assistance

Multitasking

Organizational Skills

Discretion

Communication Skills

Tools

Microsoft Office

Google Suite

Slack

Job description

Overview:

We are seeking a proactive, resourceful, and detail-oriented Executive Personal Assistant & Office Administrator to support our CEO and contribute to the smooth operation of both our Irvine office and the CEO's personal residence. This hybrid role is vital for maintaining efficiency and organization across multiple environments, requiring someone who is equally comfortable in a fast-paced corporate setting and a dynamic personal household. The successful candidate will work closely with the Lead EPA and must exhibit discretion, initiative, and a high standard of service in all interactions.

Responsibilities:

Office Administration (Corporate HQ):

• Greet visitors and manage front desk operations with professionalism and warmth.
• Manage office supplies, deliveries, vendor relationships, and facility maintenance.
• Organize and maintain clean, functional office spaces including meeting rooms.
• Support HR and Events team with new hire welcomes and company celebrations.
• Maintain office protocols and assist in workplace safety efforts.

Executive Support (Corporate HQ):

• Provide administrative support to the CEO, including calendar assistance, travel coordination, and confidential task handling.
• Assist with ordering and delivery of CEO’s meals and other personal needs during office hours.
• Coordinate logistics for internal meetings and virtual calls.
• Support with client gift purchasing, toll road account maintenance, and expense reconciliation.
• Act as a secondary point of contact for the CEO in collaboration with the Lead EPA.

Personal Assistant Duties (CEO’s Residence & Offsite):

• Coordinate home maintenance schedules and serve as liaison with household vendors and staff.
• Manage calendar and payment coordination for residential vendors and service providers.
• Maintain organization in key areas of the home.
• Run personal errands, including dry cleaning pick-up, grocery shopping, and miscellaneous offsite needs.
• Assist with planning and executing 1–2 annual weekend events or celebrations at the CEO’s residence.

Special Projects:

• Oversee and execute special projects as assigned by the CEO or other executives, ensuring timely and high-quality delivery. Including, but not limited to the below:
• Credit Card reconciliation
• Toll Roads account Management
• Client Gifts Purchase
• Support culture-building initiatives and create a welcoming office atmosphere for employees and visitors alike.

Required Skills & Qualifications (must-haves):

• 3+ years of experience in personal assistance, executive assistance, or a similar hybrid role supporting C-level executives (PA experience is highly preferred).
• White-glove service mentality and a willingness to take initiative and adapt.
• Strong multitasking and organizational skills with a proactive mindset.
• Exceptional discretion, integrity, and ability to handle confidential matters.
• Excellent communication and interpersonal skills.
• Highly proficient in Microsoft Office, Google Suite, and Slack.
• Valid driver’s license and reliable transportation for errands and home visits.

Working Environment & Compensation:

• $70,000 – $80,000 annually (*DOE + evaluation for an increase after 90 days)
• Gas and mileage reimbursement for all offsite duties and errands
• Hybrid work environment (corporate office and CEO's residence)
• Occasional evening or weekend support required (minimal)

Schedule:

• In Office (Irvine):

- Mondays & Fridays: 6:00 AM – 12:00 PM

- Tuesdays – Thursdays: 6:00 AM – 3:00 PM (*occasional errands/offsite support as needed)

• At CEO's Personal Residence:

-Mondays & Fridays: 1:00 PM – 3:00 PM

-*Other times as needed, including 1–2 weekends per year for special events

Benefits:

• PPO Healthcare Coverage
• Vision and Dental Insurance
• 401(k) plan with a 4% match
• PTO+ sick pay + paid holidays
• Paid Parental Leave
• Pet insurance
• Gas and mileage reimbursement for all offsite errands

*We are an equal opportunity employer and do not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, disability, sexual orientation/gender identity, or any other characteristic protected by applicable law.*