Personal Executive Assistant

AppleOne Employment Services; Newport Beach (CA); On-site; USD 75,000 - 85,000; Full time

Job summary

AppleOne Employment Services in Newport Beach, CA is seeking a polished Personal Executive Assistant to support an Estate Manager and Principal. This role manages calendars, coordinates travel, handles confidential tasks, and provides personal support in a fast-paced, discreet environment.

The ideal candidate has 3–5 years of relevant experience, a Bachelor’s degree, and strong Microsoft Office proficiency. This on-site position offers direct hire and competitive compensation.

Qualifications

• 3 to 5 years of administrative, executive assistant, or estate support experience.
• Bachelor’s degree or equivalent education and training.
• Advanced proficiency with Microsoft Office Suite, especially Outlook.
• Strong written and verbal communication skills and discretion.

Responsibilities

• Manage complex calendars and appointment scheduling for the Estate Manager and Principal.
• Coordinate communications, documentation, and confidential records with discretion.
• Schedule vendors, service providers, and estate maintenance.
• Support travel logistics, including aircraft pilots and crew coordination.
• Assist with shopping, expense management, and weekly estate inventory.
• Collaborate with household staff, corporate support, guests, vendors, and contractors.

Skills

Executive calendar management

Travel logistics coordination

Confidential information handling

Administrative support

Fluent English

Microsoft Office Suite

Outlook scheduling features

Strong communication

Valid driver’s license

Education

Bachelor's degree or equivalent

Tools

Outlook

Job description

Job Summary

A direct hire opportunity is available for a Personal Executive Assistant in Newport Beach, CA. This role supports the day-to-day operations of a private residence and provides high-level administrative, scheduling, coordination, and personal support to an Estate Manager and Principal. This position is on site at a residence. This is an excellent opportunity for a polished, highly organized administrative professional who thrives in a trusted support role, enjoys variety, and can manage confidential information with professionalism and discretion. The environment is structured, service-oriented, and fast-paced, with close collaboration across household staff, corporate support teams, service providers, vendors, and contractors. The Personal Executive Assistant will play an important role in keeping schedules, documentation, travel coordination, household tasks, and personal support needs organized and on track. Success in this role requires reliability, flexibility, excellent judgment, and the ability to anticipate needs before they become urgent.

Key Responsibilities

• Manage complex calendars, appointment reminders, scheduling conflicts, and personal, professional, and medical appointments for the Estate Manager and Principal.
• Coordinate communication, documentation, workflow, files, meeting materials, and confidential records with a high level of accuracy and discretion.
• Assist with vendor and contractor scheduling for estate maintenance, service providers, and household operations.
• Support travel logistics, including coordination with aircraft pilots, crew, boat captain, staff itineraries, inventories, and preparation of travel assets.
• Assist the Principal’s family and associates with appointments, shopping, expense management, weekly estate inventory, and ad-hoc projects.
• Build effective working relationships with internal staff, corporate support teams, guests, customers, vendors, and contractors.

Compensation and Benefits

• Salary: $75,000 to $85,000 per year.
• Job Type: Direct hire.
• Location: Newport Beach, CA.
• Schedule: Flexibility required.
• May require reporting to multiple local residences and worksites.

Required Qualifications and Skills

• Manage executive-level calendars, appointments, reminders, and scheduling priorities.
• Coordinate estate operations support, vendor scheduling, travel logistics, files, and documentation.
• Maintain confidential information, including sensitive personal, financial, and access-related details.
• Support household, family, and associate needs through administrative and personal assistance.
• 3 to 5 years of relevant administrative, executive assistant, personal assistant, or estate support experience.
• Bachelor’s degree or equivalent education and training.
• Advanced proficiency with Microsoft Office Suite, especially Outlook and scheduling features.
• Knowledge of office procedures, business correspondence, filing systems, report writing, multi-line phones, copiers, fax machines, and standard office equipment.
• Valid driver’s license and reliable transportation.
• Strong written and verbal communication skills, including English fluency in reading, writing, and texting.
• High degree of professionalism, confidence, punctuality, dependability, and discretion.
• Strong organizational skills with excellent attention to detail and the ability to prioritize independently.
• Ability to remain composed, positive, and effective in high-pressure or changing situations.
• Ability to walk, stand, sit for extended periods, bend, carry light items, and drive as needed.

Preferred Qualifications

• Prior experience supporting a private estate, high-net-worth household, family office, executive office, or concierge-style service environment highly preferred
• Experience coordinating complex travel arrangements, vendor schedules, household inventories, and confidential personal documentation.
• Comfort working flexible schedules and adapting quickly to changing priorities across multiple locations.

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.