Executive Assistant

A Santa Monica–based organization is seeking an experienced Executive Assistant to provide administrative and operational support to two senior executives and the Chief of Staff. This position requires sound judgment, discretion, and the ability to manage competing priorities in a fast-paced professional environment.

The ideal candidate is a resourceful, detail-oriented professional who anticipates needs, communicates effectively, and takes ownership of responsibilities. Composed under pressure and adaptable to changing priorities, this individual will work closely with senior leadership to manage complex schedules, coordinate communications, and ensure commitments are consistently met. A practical, solutions-oriented approach, sound judgment, and a commitment to accuracy, preparation, and follow-through are essential.

Key Responsibilities

• Manage complex executive calendars, exercising judgment when prioritizing meetings and resolving scheduling conflicts.
• Coordinate domestic travel, including transportation, accommodations, and detailed itineraries.
• Serve as a professional point of contact for internal teams, external partners, and other key stakeholders.
• Prepare and organize meeting materials, presentations, correspondence, and reports.
• Track deadlines, action items, and follow-up communications to support timely execution.
• Coordinate leadership meetings, business events, and external engagements.
• Handle confidential business and personnel information with discretion.
• Maintain accurate records, organized files, and efficient administrative systems.
• Provide coordination and administrative support for special projects.
• Anticipate logistical and operational needs and resolve issues proactively.

Qualifications

• A minimum of five years of Executive Assistant experience, with a demonstrated record of supporting senior executives.
• Experience managing multiple executives' schedules and competing priorities.
• Excellent organizational skills and consistent attention to detail.
• Strong written and verbal communication skills and a polished professional presence.
• Proficiency in Microsoft Office and/or Google Workspace.
• Sound judgment and the ability to work independently while coordinating effectively with a team.
• A consistent record of discretion, reliability, and follow-through.

Compensation & Benefits

• Competitive salary starting at $140K and commensurate with experience
• Full-time, in-office role (Monday–Friday)
• Comprehensive benefits package, including PTO and paid holidays

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Our Story:

Mahler Private Staffing works with America’s leading families to find experienced private domestic staffing professionals for their homes and family offices. We take a personalized approach and work to get to know our candidatesas well as we know our clients, so we can make lasting, long-term placements.

Due to the overwhelming number of applicants, we regret that we are unable to provide individual responses. Rest assured that selected candidates will be personally contacted for further consideration. We would like to emphasize that there are no fees associated with the application process for applicants.