NEWPORT COAST, CALIFORNIA  |  PART-TIME  |  LIVE-OUT

Compensation: $60 per hour, depending on relevant experience and qualifications.

Hours: Initially 24 guaranteed hours per week, with scheduled weekday coverage.

Work arrangement: Long-term, agency-supported assignment preferred; local in-person work plus agreed remote administrative time.

About the role

A Newport Coast-based executive is seeking a proactive, discreet, and highly organized assistant to manage personal administration, email and communications, calendar scheduling, household coordination, and everyday logistics. The goal is to own tasks from request through completion, anticipate needs, and reduce the need for repeated instructions or follow-up.

This combined executive/personal-assistant and household-management role will work alongside current staff, coordinating priorities, projects, and personal logistics rather than duplicating established responsibilities.

Key responsibilities

Email and communications

• Manage designated inboxes: organize messages, identify priorities, flag time-sensitive matters, and track requests and outstanding replies.
• Draft clear, professional responses in the client’s preferred tone; send routine communications within agreed authority and obtain approval for sensitive matters or new commitments.
• Follow up with contacts, vendors, and service providers; turn email requests into scheduled actions and maintain visibility on unresolved items.

Calendar and scheduling

• Own the personal calendar and authorized professional scheduling, including appointments, meetings, reservations, travel, and social commitments.
• Coordinate with other assistants and contacts, prevent conflicts, allow preparation and travel time, provide reminders, and manage cancellations or rescheduling.

Household operations and projects

• Coordinate household priorities with the existing house manager, staff, and vendors, with clear ownership of routine work, new projects, and exceptions.
• Research service providers, obtain quotes, arrange approved repairs and maintenance, coordinate property access, and confirm that work is completed satisfactorily.
• Maintain household project lists, service records, maintenance reminders, and relevant preferences; identify issues and recommend solutions before they require repeated attention.

Personal logistics, errands, and travel

• Handle local errands, purchases, returns, gifts, pickups, and delivery coordination, following the client’s preferences and approved spending limits.
• Research and arrange travel, accommodations, transportation, dining, and activities; maintain itineraries and manage changes or cancellations.
• Coordinate personal appointments and occasional small gatherings or special projects, working with existing providers as appropriate.

Administration and follow-through

• Maintain one shared task system with priorities, deadlines, status, and next steps; provide concise updates identifying completed work, outstanding items, and decisions needed.
• Organize receipts, invoices, renewals, and personal paperwork; track approved expenses and obtain authorization before purchases or commitments outside established limits.

Qualifications

• At least five years of relevant executive-assistant, personal-assistant, or private-household experience
• Demonstrated experience managing an employer’s inbox, drafting correspondence, and owning a calendar, together with hands-on household or vendor coordination.
• Excellent written and verbal communication, sound judgment, discretion, attention to detail, and reliable follow-through without repeated reminders.
• Comfort with email, shared calendars, documents, spreadsheets, and task-management tools; ability to learn the client’s systems and work securely.
• Ability to work independently while collaborating respectfully with existing household staff and external providers.
• Reliable local availability in Newport Coast, a valid driver’s license, and reliable transportation for required errands.
• Strong professional references from people directly supported. A college degree is not required; relevant experience and demonstrated capability are the priority.

Schedule and working expectations

Hours will combine agreed weekday inbox/calendar coverage with scheduled in-person blocks for household work and errands. Some administrative work may be remote, but this is not a remote-only role. The exact schedule and response expectations will be agreed in advance. Additional hours or occasional schedule changes require mutual agreement; continuous or unpaid on-call availability is not expected.

Approved work-related expenses and business mileage will be reimbursed under the agreed arrangement. Final engagement terms and any benefits will be confirmed by the providing organization.

Confidentiality and authority

Maintain strict confidentiality regarding communications, schedules, household information, and personal records. Use approved account access and secure information-handling practices. Professional email/calendar access requires company authorization. Follow agreed approval limits for spending, communications, and commitments; escalate sensitive matters rather than acting beyond delegated authority.

What success looks like

The calendar is current, important communications are handled or escalated promptly, household projects move forward, and outstanding tasks are tracked to completion. The client receives practical recommendations and a concise status update rather than needing to chase routine work.

If this is you, email your resume to colonialagency@gmail.com. ***LOCAL CANDIDATES ONLY***