What are the responsibilities and job description for the Personal Assistant to Chief Executive Officer position at Private Equity Firm?
Entrepreneur / Author / Co-Founder / Managing Partner at an Investment Management firm seeks Personal Assistant in Los Angeles.
Hybrid schedule
20-25 hours a week / minimum 15 hours when Exec is traveling.
Some weeks can be more hours if needed.
This role will be mainly at the executive’s home with flexibility to travel to the office in Venice and work remotely / run errands.
Your core role as a Personal Assistant will include :
Operations Support
Booking appointments and making reservations
Managing the purchase and delivery of various items for the executive's personal needs
Managing grocery and item inventory in Pacific Palisades home
Running miscellaneous personal errands
Coordinating health appointments
Managing house management, service providers, and housekeeper.
Miscellaneous personal and business projects.
You could be a great Personal Assistant if :
You are detail oriented. You triple-check your work and notice when the smallest details don’t match.
You are an execution machine. When you're tasked with something, it's done with the utmost thought and care. You have a No job too big or too small and can-do attitude. You feel a sense of accomplishment after seeing a project come to fruition and can't wait to take on the next task with the same level of energy.
You are organized. You have a knack for details and never drop a ball.
Have an entrepreneurial desire and look forward to learn / commit long term.
Responsibilities :
Support the executive with personal support and coordinate with the executives executive assistant.
Personal calendar management and appointment scheduling (doctor’s appts, personal appts, meal reservations)
Run local errands
Maintain residence inventory and backstock (food, living essentials)
Assist with travel planning (itinerary creation, ground transportation, airfare, private charters, hotel accommodations, dining, and plan / book activities)
Aid in general day-to-day functions
Ordering, receiving, sorting packages, and managing returns
Pet care upon request (1 dog)
Special projects
Personal online ordering
Gifting for friends and family
Responsible for maintaining the executives residence including scheduling and meeting vendors and making sure the property is always tidy and organized
Skills And Qualifications
3-5 years of professional PA experience
Excellent verbal and written communicator
Reliable and can make yourself available for communication outside of normal hours should the executive need assistance / confirmations.
Expert project management / organization skills and exceptional attention to detail.
Able to work well under pressure, be adaptable to change, and pivot quickly when priorities shift.
Must possess superior judgment, professionalism, and the ability to maintain the highest level of confidentiality at all times.
Proactive and resourceful, sees something that needs to be done, and takes the initiative to act.
Willingness to work hard and take direction while also anticipating problems and their solutions without explicit guidance.
Key Responsibilities
Manage the executives personal calendar while cross referencing with the EA, schedule appointments.
Coordinate home improvement projects, including scheduling contractors, obtaining quotes, and ensuring that work is completed on time and within budget.
Manage household budgets as needed and take care of incoming mail.
Run errands as needed, including UPS / FedEx drop-offs, picking up dry cleaning, and making other necessary purchases.
Coordinate with other household staff, including gardener, housekeeper, to ensure that all tasks are completed on time and to a high standard.
Manage other ad-hoc tasks and projects as assigned by the family.
Qualifications
Strong organizational and time management skills, with the ability to prioritize tasks and manage competing demands.
Excellent communication and interpersonal skills, with the ability to build strong relationships with family members and external partners.
Ability to work independently and take ownership of tasks with a proactive and solutions-oriented approach.
Flexibility and adaptability to last minute changes in schedule.
Ability to manage tasks in a calm and effective manner without causing more stress to the family relations.
Strong attention to detail and ability to anticipate the needs of the executive and family.
Ability to multitask by handling multiple projects and steps in an effective and efficient manner to work towards task completion.
Discretion and confidentiality when dealing with sensitive information.
Have a can-do attitude and positive outlook on life.
Requirement : Live in Los Angeles and have a valid drivers license / auto insurance.
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