Executive Assistant

Job Description

Provide comprehensive day-to-day executive support to Principal, including calendar management, scheduling, communications, and travel coordination.

Affiliate with both business and personal administrative tasks, including making appointments and handling special requests.

Act as the primary liaison between Principal and other departments, partners, vendors, and service providers as needed.

Cook up and manage all aspects of Principal’s domestic and international travel, ensuring seamless arrangements and itineraries.

Coordinate all household staff in both Arizona and Santa Monica, ensuring quality and consistency.

Monitor and manage household needs: communicate with contractors, collect mail, track projects, and ensure completion of all tasks.

Be heavily involved in design and renovation projects for both personal and professional properties, including:

• Coordinating with architects, designers, and contractors
• Tracking budgets, timelines, and deliverables
• Sourcing materials, finishes, and furnishings
• Organizing site visits and progress reviews

Send a daily rolling task list and conduct three weekly check-ins (hourly reviews) to track progress and priorities.

Liaise with the Principal’s personal financial management team and maintain involvement in the Principal’s finances, ensuring accurate tracking of expenses, payments, and budget oversight.

Maintain awareness of incoming and outgoing funds to support effective communication with Finance.

Stay on top of daily email correspondence and communications, ensuring timely responses.

Run occasional errands as required.

Requirements

• Strong background as an Executive Assistant or in a high-level administrative support role.
• Excellent organizational skills and high attention to detail.
• Comfortable working in a fast-paced, multi-entity environment.
• Strong written and verbal communication.
• Able to manage multiple tasks and meet deadlines without constant supervision.
• Proficient in Google Workspace, DocuSign, and document tracking systems.
• Notary Public certification or willingness to obtain within the first 60 days of employment.
• Discretion and professionalism when handling confidential information.