Seeking an exceptional Assistant based in the Los Angeles, CA area to serve as the trusted right hand to family’s Director of Estate Operations. This is a high-impact role that extends far beyond traditional administrative support. The ideal candidate will serve as the Director’s eyes and ears across daily operations, ensuring priorities are executed seamlessly while maintaining exceptional organization, communication, and operational oversight.
The successful candidate thrives in a fast-paced environment, exercises sound judgment, and is comfortable taking ownership of critical operational responsibilities. We are looking for a hands-on, meticulous individual who can assist in managing multiple logistical operations across the country. Must work well in a large, multi-staffed team and have a positive, can-do attitude. Because this role provides significant visibility into confidential business operations, personnel matters, financial information, and client relationships, the highest level of professionalism, discretion, and confidentiality is paramount. The successful candidate will exercise sound
judgment, maintain strict confidentiality, and handle sensitive information with integrity at all times.
Primary Responsibilities: The successful candidate will help and support the Director of Estate
Operations with a variety of projects and tasks, including but not limited to:
- Ensure the Director remains focused on strategic priorities by managing deadlines,
follow-ups, and action items. - Manage a complex calendar with shifting priorities.
- Prepare agendas, presentations, reports, and meeting materials with a high level of
accuracy and professionalism. - Manage budget support, expense tracking, corporate credit card reconciliations, and
financial reporting. - Manage project budgets, task lists, and oversee projects until completion.
- Track employee PTO, schedules, and staffing coverage, ensuring leadership knows
where team members are and operational needs are met. - Develop and maintain detailed checklists, project trackers, and action-item list to ensure
accountability and completion of tasks. - Support multiple office locations and be willing to travel as needed to assist teams,
clients, or company operations. - Manage project schedules, planning and assist with parties and event coordination.
Qualifications: - Must have 5+ years of experience as an Administrative Assistant or Personal Assistant,
preferably supporting estate operations and ultra-high-net-worth (UHNW) individuals. - Proven ability to manage highly confidential information with discretion and
professionalism. - Strong financial and administrative skills, including budgeting, expense management,
and credit card reconciliation. - Proactive, resourceful, and solutions-focused.
- Logistically minded with strong critical thinking skills.
- Strong attention to detail and outstanding follow-through.
- Collaborative with a “happy to help” attitude and willingness to jump in wherever
needed. - Exceptional written and verbal communication skills.
- Advanced proficiency with Microsoft Office Suite (Outlook, Excel, PowerPoint, and
Word). - Travel coordination and logistics planning are preferred.
- Willingness to travel and support operations at multiple locations when needed 25-50%
of the time. - Flexible working long days, weekends, and holidays, as necessary.
- Fluent in English verbally and in writing.
- Valid, unrestricted Driver’s License, Passport, and reliable, insured vehicle.
- Successful completion of a thorough background investigation and reference checks.
Physical Requirements: - Prolonged periods sitting at a desk and working on a computer.
- Stamina for heavy Domestic and International travel.
Email your resume to colonialagency@gmail.com