Executive/Personal Assistant and House Manager

About Us:

We are a forward-thinking, high-energy team supporting a fast-growing SaaS fitness app company. As a company that balances professional innovation with personal well-being, we are looking for a dedicated Executive/Personal Assistant and House Manager to bring expertise, flexibility, and strong organizational skills to help manage both business and personal aspects of life for our founder. Located in Newport Beach, we operate in a fast-paced environment where seamless coordination and multi-tasking are essential.

Our founder is an entrepreneurial, dynamic leader who requires an individual who can juggle diverse responsibilities, work closely with family and household members, and provide vital executive support.

About the Role:

We’re seeking an Executive/Personal Assistant and House Manager to oversee a variety of tasks, both personal and professional, for our founder and their family. This is a hybrid, independent contractor (1099) role that combines executive-level administrative support with personal assistance and house management responsibilities. From scheduling meetings, managing personal errands, organizing household logistics, and helping to manage daily life, this role will play a key part in ensuring everything runs smoothly.

This position requires someone local to Newport Beach as in-person support will be needed at least several days a week. The ideal candidate is highly organized, proactive, reliable, and comfortable working in a dynamic environment, with a keen eye for detail and the ability to handle multiple responsibilities simultaneously with a high degree of discretion.

Responsibilities:

Executive Assistant Responsibilities:

• Manage calendar and schedule, including coordinating meetings, appointments, and events, ensuring the founder’s professional schedule operates efficiently.
• Coordinate travel arrangements, including flights, accommodations, and itineraries.
• Organize, upload, and categorize photoshoot and project files across platforms (Google Drive, Dropbox, ClickUp, etc.), maintaining organized digital assets.
• Set up and manage photoshoots, including scheduling, booking locations, and preparing photoshoot environments.
• Assist with email management, correspondence, and task prioritization, including managing the founder’s inbox, prioritizing emails and tasks, and ensuring follow-ups on important items.
• Oversee ongoing projects, organizing files and workflows, and collaborating with team members to ensure project deadlines are met.
• Prepare reports, presentations, and documents as needed for business-related activities.
• Handle project coordination and assist with business-related tasks, such as research and vendor management.
• Support with managing inquiries and responding to customer service needs during peak times.
• Maintain strict confidentiality and professionalism in managing both business and personal information.

Personal Assistant Responsibilities:

• Oversee the founder’s family schedule, including appointments, family events, and extracurricular activities.
• Handle personal errands such as shopping, meal planning, shipping/returns, and gift purchases.
• Plan and assist with personal family events such as parties, birthdays, and holidays.
• Coordinate care for the family pet, including vet visits, boarding when traveling, and ensuring the home is stocked with pet supplies.
• Maintain strict discretion when handling personal and sensitive information for the founder and family.

Household Management Responsibilities:

• Oversee household staff and contractors (cleaners, gardeners, etc.), scheduling regular maintenance, organizing repairs, and processing payments.
• Assist with household organization, including managing storage spaces, packing for family trips, and organizing closets.
• Arrange for household repairs, improvements, and services, coordinating with contractors and ensuring timely completion.
• Monitor incoming mail, handle payments, and ensure all household bills are paid on time.
• Ensure the home is always well-stocked with essentials such as groceries, personal items, and other household supplies.
• Manage storage units, assist with decluttering, and coordinate donations.

Required Qualifications:

• Proven experience as an Executive Assistant, Personal Assistant, or House Manager.
• Strong organizational, time management, and multitasking abilities.
• High level of discretion and confidentiality in handling personal and business matters.
• Tech-savvy with proficiency in managing digital tools and platforms (e.g., Google Drive, Dropbox, Slack, ClickUp).
• Ability to work independently, anticipate needs, and handle both personal and professional demands.
• Exceptional communication skills, both written and verbal.
• Experience managing household vendors and coordinating home maintenance is preferred.

Bonus Nice-to-Haves:

• Experience managing high-net-worth households or supporting executives in a fast-paced environment.
• Event planning experience, including managing logistics for personal or professional events.
• Familiarity with smart home systems and managing technology-related tasks within the household.

Compensation:

Competitive hourly rate starting at $40 based on experience, with opportunities for growth. Independent contractor (1099) role, NOT W2.

How to Apply:

If you are a highly organized, proactive individual passionate about supporting both personal and professional needs in a dynamic, fast-paced environment, we encourage you to apply.

Please submit the following as part of your application:

• Your resume detailing your relevant experience.
• A cover letter answering the following questions:

• Describe a time when you successfully managed both personal and professional tasks for a high-level executive. What specific strategies did you use to ensure that both areas were handled efficiently?
• Give an example of a challenging household management task you’ve handled. How did you manage contractors or household staff, and what was the outcome?
• What tools and systems do you use to stay organized when managing complex schedules, travel arrangements, and personal errands? Please provide examples of how you've used them effectively.
• How do you handle confidentiality and discretion when working with sensitive personal or business information? Provide an example of a situation where maintaining confidentiality was critical.
• In this role, you will need to juggle a wide range of responsibilities. How do you prioritize tasks when everything feels equally important? Provide an example of how you managed competing priorities in a previous role.

Thank you and we look forward to reviewing your application!