PA to Estate Manager

AppleOne Employment Services; Aliso Viejo (CA); On-site; USD 72,000 - 79,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with employer contribution

Paid vacation

FSA

Job summary

AppleOne Employment Services seeks a polished Personal Assistant to the Estate Manager in Aliso Viejo, CA. This in-office role supports day-to-day operations of a private residence, coordinating calendars, travel, vendors, and confidential documents with discretion.

You will work closely with household staff and family members, ensuring timely communication and organized records while maintaining professionalism and flexibility in a high-touch environment.

Qualifications

• Bachelor’s degree or equivalent education and training.
• Strong written and verbal English communication.
• Advanced proficiency with Microsoft Office Suite, especially Outlook.

Responsibilities

• Manage executive-level calendar coordination, scheduling, reminders, and follow-up for estate and personal obligations.
• Support vendor scheduling, estate operations documentation, travel coordination, and confidential administrative workflows.
• Maintain organized files, inventory records, meeting materials, expense details, and sensitive information.
• Communicate effectively with household staff, corporate support teams, vendors, contractors, family members, and associates.

Skills

Calendar management

Verbal and written communication

Organizational skills

Discretion

Adaptability

Travel coordination

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office Suite (Outlook)

Job description

Job Summary: We are seeking a polished, highly organized Personal Assistant to Estate Manager for a direct hire opportunity in Aliso Viejo, CA. This in-office role supports the day-to-day operations of a private residential environment, working closely with the Estate Manager to ensure schedules, communications, vendors, travel details, documentation, and household priorities are handled with accuracy and discretion. This is an excellent opportunity for a dependable administrative professional who thrives in a high-touch support role where confidentiality, professionalism, flexibility, and follow-through are essential. The work environment is structured, service-focused, and collaborative, with interaction across household staff, corporate support teams, vendors, contractors, family members, and associates. The right candidate will appreciate a role where attention to detail, strong communication, and calm execution directly contribute to a well-run estate operation.

Key Responsibilities

• Manage and coordinate calendars, appointments, reminders, scheduling conflicts, and follow-up items for the Estate Manager and Principal.
• Support documentation, workflow, correspondence, filing, meeting preparation, and confidential administrative processes.
• Assist with scheduling vendors, contractors, maintenance providers, and estate-related service appointments.
• Coordinate detailed travel support, including communication with pilots, crew, and boat captain, itineraries, inventory, stocking, cleanliness, and readiness for travel.
• Assist the Principal’s family and associates with appointments, shopping, expense management, inventory, and special requests.
• Build effective working relationships with internal staff, support teams, customers, service providers, and contractors while supporting ad-hoc projects as needed.

Compensation and Benefits

• Salary range: $72,000 to $79,000 per year.
• Target salary: $75,000 per year.
• Job type: Direct hire.
• Location: Aliso Viejo, CA.
• Workplace type: In-office.
• Schedule: Flexibility required.
• Morning shift: 8:00 a.m. to 4:30 p.m.
• Afternoon shift: 12:30 p.m. to 9:00 p.m.
• Graveyard shift: 9:00 p.m. to 5:30 a.m.
• Company-paid medical, dental, and vision insurance for employee-only coverage.
• Employee pays a portion of elected family benefits.
• 401(k) with employer contribution.
• Paid vacation.
• FSA.

Required Qualifications and Skills

• Manage executive-level calendar coordination, scheduling, reminders, and follow-up for estate and personal obligations.
• Support vendor scheduling, estate operations documentation, travel coordination, and confidential administrative workflows.
• Maintain organized files, inventory records, meeting materials, expense details, and sensitive information.
• Communicate effectively with household staff, corporate support teams, vendors, contractors, family members, and associates.
• Bachelor’s degree or equivalent education and training.
• Relevant administrative, executive support, personal assistant, or estate support experience, with experience level aligned to a mid-to-senior administrative support role.
• Advanced proficiency with Microsoft Office Suite, especially Outlook scheduling features.
• Knowledge of office procedures, business correspondence, filing systems, report writing, multi-line phones, copiers, fax machines, and computers.
• Valid driver’s license and reliable transportation required.
• Ability to manage sensitive information, including login credentials, passwords, credit card details, and confidential documentation, with discretion.
• Strong verbal and written communication skills, including English fluency in reading, writing, and texting.
• Outstanding organizational skills, strong attention to detail, and the ability to prioritize and work independently.
• Professional, confident, punctual, dependable, and able to maintain composure in high-pressure situations.
• Flexibility and adaptability to changing priorities, schedules, locations, and business needs.
• Ability to walk, stand, sit for extended periods, bend, carry light items, and drive an automobile as required.

Preferred Qualifications

• Prior experience supporting a private estate, household, family office, executive office, or high-net-worth principal.
• Experience coordinating private travel, aircraft, boat, vendor, contractor, or household service logistics.
• Strong judgment, service orientation, and comfort working in a confidential residential environment.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here: https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program. https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.