Executive Personal Assistant

Executive Personal Assistant

Location: Newport Beach, California (92662)

Employment Type: Part-Time

Schedule: Approximately 15-20 hours/week; 2–2.5 days per week between Monday–Thursday with flexibility between the hours of 9:00am–4:00pm

Compensation: $40–50/hour based on experience

Start Date: June 2026

Requirements

• Maintain a smoke-free and fragrance-free environment
• Reliable transportation (mileage reimbursement for work related tasks)

About Our Family

We are a warm, active, and community-oriented couple based in Newport Beach seeking thoughtful, highly organized support as we navigate a full and evolving season of life. As longtime professionals, parents, and community members, we value our relationships, thoughtful living, and creating a home environment that feels calm, welcoming, and well-supported. After raising three now-adult children, we are focused on simplifying, organizing, and creating greater ease across our personal, household, and property-related responsibilities.

Our family manages multiple properties, including personal residences, vacation homes, rental properties, and ongoing renovation projects. We live a highly engaged lifestyle centered around travel, community involvement, philanthropy, entertaining, and meaningful personal connection. We value professionalism, discretion, aesthetics, and a positive mindset. We already have several trusted long-term household team members supporting different areas of our homes and operations, many of whom have been with our family for over 20 years. These longstanding relationships are deeply important to us and reflect the loyal, respectful, and collaborative environment we value.

We are now seeking another supportive partner to help bring greater organization, digitization, follow-through, and thoughtful operational support to the many ongoing personal, administrative, household, and project-related responsibilities currently on our plate. This is a dynamic and meaningful role for someone who enjoys becoming a trusted, long-term extension of a busy and well-established family.

Who You Are / What We're Looking For

You are calm, capable, emotionally intelligent, and highly organized, with a natural ability to bring structure, clarity, and thoughtful support into a private home environment. You are positive, professional, poised, and adaptable, with the ability to confidently manage multiple priorities, personalities, and evolving projects while remaining grounded, efficient, and solutions-oriented. You enjoy helping others feel more supported and at ease through strong organization, discretion, operational follow-through, and proactive problem-solving.

This role is ideal for someone who enjoys a blend of executive assistant support, household operations, estate coordination, creative project management, and personal support responsibilities. You thrive in environments with many moving pieces and are comfortable balancing both collaborative partnership and independent ownership of responsibilities. The ideal candidate enjoys improving systems, modernizing organization, and simplifying life behind the scenes — whether coordinating vendors and travel, organizing photos and records, preparing for guests and events, or helping transition years of paper files, personal archives, and household records into streamlined digital systems. You are tech-savvy and patient, with the ability not only to optimize systems for the family, but also help educate and support them in navigating tools such as Google Suite and other organizational platforms in a simple, approachable way.

You understand how to operate professionally within a private home environment and value discretion, trust, consistency, and long-term relationship building. You are open to feedback, able to follow an established vision and direction, while also bringing thoughtful ideas, initiative, and supportive solutions to the table. You are polished yet warm, proactive without being intrusive, and capable of working both collaboratively and independently depending on the needs of the day. Flexibility in work style, communication, and environment is important, as priorities and projects may shift organically. A creative eye for aesthetics, presentation, interior styling, organization, or home décor is highly appreciated, and experience with staging, visual organization, or design-oriented projects is considered a strong bonus.

Key Qualities

• Previous experience in executive assistant or household/estate management
• Highly organized with strong operational and project management instincts
• Technologically proficient and confident navigating digital systems
• Appreciates aesthetics, presentation, thoughtful organization, and visual details
• Creative eye for interior styling, staging, décor, or design projects considered a strong
• Experienced supporting paper-to-digital organization and records management
• Strong written and verbal communication skills with excellent follow-through
• Calm, discreet, trustworthy, emotionally intelligent, and highly professional
• Comfortable managing multiple priorities, vendors, timelines, and ongoing projects
• Positive, adaptable, collaborative, and open to feedback with a low-ego attitude

Key Responsibilities

Executive Administrative and Personal Assistant Support

• Support, improve, and streamline administrative systems and household organization
• Transition paper systems and filing into more updated digital organization
• Assist with scheduling, travel booking, confirmations, restaurant reservations, and itinerary coordination
• Help maintain family calendars, reminders, notes, records, and ongoing follow-through
• Support office organization, digital organization, and data hygiene initiatives
• Coordinate ongoing vendor communication and service scheduling
• Assist with receipt organization and coordination with bookkeeping support
• Support foundation-related logistics, scheduling, and administrative projects as needed
• Support packing/unpacking and travel preparation as needed
• Provide thoughtful support across evolving household priorities and personal projects

Household & Estate Operations

• Support oversight and coordination across multiple personal and rental properties
• Coordinate maintenance, repairs, service appointments, and contractor communication
• Help ensure homes remain organized, functional, prepared, and well-maintained
• Assist with ongoing renovation and project coordination support
• Coordinate vehicle and boat maintenance scheduling and follow-through
• Conduct organizational resets, decluttering projects, donation coordination, and seasonal transitions
• Support entertaining preparation, guest readiness, and event-related household support
• Collaborate professionally with existing household staff and external vendors

Creative Projects & Personal Assistant

• Assist with organization of family photos and personal archives
• Support seasonal projects including holiday cards, gifting, shopping, and special events
• Assist with aesthetic organization, decorating support, and presentation-related projects across multiple properties

Inventory & Errands

• Help coordinate returns, exchanges, sourcing, errands, and personal shopping support
• Manage household inventory and restocking needs
• Run errands as needed to support property operations
• Coordinate deliveries and services across locations

How to Apply

Please submit a short intro letter, updated resume, and 3 professional references with contact info. This role requires a background check.

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