Administrative Assistant

A private family office seeks a highly organized, detail-oriented, and proactive Assistant to Managers to support the Estate Manager at the family’s Los Angeles residences and assist additional leadership team members. This is a junior position, and applicants with less than one year of experience are welcome to apply. Those with additional years of experience are also encouraged to apply. The ideal candidate must have a willingness to learn and be adaptable in their approach to work.

This role requires a dynamic individual who thrives in a fast-paced environment, is an excellent communicator, and possesses strong organizational skills. The ideal candidate is a self-starter who can juggle multiple priorities, adapt to changing needs, and work seamlessly with various teams. This is a full-time, in-office position, primarily working Monday–Friday from 9 AM–5 PM, with the need for occasional overtime when the family is in residence. Frequent local travel between two Los Angeles properties is required.

This role requires a highly resourceful and refined professional who thrives in a structured yet dynamic environment and is eager to contribute to a high-functioning team.

Job responsibilities include, but are not limited to :

Proactively manage complex and ever-changing calendars, scheduling appointments, meetings, and reservations

Track, send, receive, and manage packages and returns; coordinate pick-ups and drop-offs

Order, track, and maintain inventory and supplies

Conduct research, prepare documents, and assist with home office tasks

Handle packing, shipping, and logistics coordination

Collect and disseminate information to designated departments

Schedule and coordinate pet care and appointments

Run errands as needed

Draft and distribute meeting minutes

Prepare and reconcile expense reports and credit card statements

Assist with vendor coordination

Ensure all principal and guest requests are addressed in a timely manner and communicated to the appropriate managers

Maintain organized and confidential personal files

Plan and manage staff celebrations in collaboration with the People Systems Coordinator

Assist with special projects and additional administrative tasks as requested

Additional Assistant to Managers responsibilities as requested

Requirements :

Fluent in English; exceptional communication skills (written, verbal, phone, text, and email)

Excellent references required from both current and previous employers

Less than one year of experience is acceptable; willing to learn and adapt is essential. Prior experience in a private family office is a plus but not a requirement

Bachelor’s degree from an accredited college or university is preferred but not required

Works with the utmost discretion, confidentiality, integrity, and strong ethics at all times, demonstrating the highest levels of diplomacy and professionalism

Poised and professional in both mindset and manner, demonstrating high emotional intelligence, good judgment, sincerity, tact, and patience

Exceptional organizational skills, attention to detail, and dedication to responsibilities; must have an above-and-beyond attitude with the ability to work both independently and as part of a team while taking direction well

Ability to meet deadlines and remain calm and composed in high-pressure moments

Proactive, highly adaptable, and resourceful with a self-starter mindset; must be able to see jobs through to completion with personal accountability and a no-task-is-too-big-or-too-small mindset

Flexibility in scheduling with willingness to work extended hours when the family is in residence

Ability to work both independently and as part of a team while collaborating respectfully with principals, family, guests, and staff

Tech-savvy with advanced proficiency in Microsoft Office (particularly Excel); experience with inventory / asset database programs such as FileMaker Pro is highly desirable

Frequent local travel between two Los Angeles properties is required

Valid Driver’s License with a clean driving record and a reliable vehicle

Authorized to work within the United States without sponsorship or restrictions