Job Description

Job Description

We are seeking a motivated and organized Executive Assistant to be a diligent gatekeeper for complex scheduling, calendaring, and special projects within the executive operations team of a high-profile family office. This role enhances overall communication and operational efficiency to ensure the success of team initiatives. The ideal candidate is proactive, organized, and skilled in implementing systems to streamline operations and improve productivity. This role would directly report to the Chief Executive Office of the family office.

Requirements:

• Minimum of 5 years of experience at a fast-paced desk that required strong calendar management and project tracking.
• Strong organizational and administrative skills.
• Experience with project coordination and process improvement.
• Ability to handle sensitive information with discretion.
• Excellent communication skills, both written and verbal.
• Reliable personal transportation for task-related travel.

Responsibilities:

• Project Coordination:
• Ensure high-quality execution and delivery of special projects, meeting quality, budget, and timeline objectives.
• Conduct research, analyze projects, track flights, manage premiere invites/seating, and create deliverables spreadsheets.
• Administrative Support:
• Maintain an organized filing system and database for project tracking, vendor contacts, and important information.
• Host meetings, coordinate monthly team updates, and manage the master team calendar.
• Receive packages and coordinate seeding/marketing mailings.
• Distribute the Daily Master Schedule to principals and their teams.
• Database and Event Management:
• Manage estate storage and memorabilia databases in collaboration with relevant directors.
• Provide in-person support at key events and celebrations.
• Transport items and complete errands as needed using personal transportation.
• Operational Improvement:
• Collaborate with the CEO to implement systems and processes to enhance productivity.
• Occasional ad hoc project management outside of the office for the prinicpals.
• Proactively identify opportunities for process improvement and implement effective solutions.

• Schedule : Monday - Friday, 10:30 AM - 6:30 PM.

• Compensation : Up to $150k DOE per year, with benefits, and 401K with matching

• Location : Calabasas, CA

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