As an Executive Assistant, you will provide high-level administrative support to HNW figure by
managing schedules, coordinating meetings, handling communication, preparing
presentations, conducting research, and performing various other tasks. This role requires
exceptional organizational skills, discretion, and the ability to work efficiently in a fast-paced
continuously changing environment.
Key Responsibilities:
Calendar Management:
Day-to-day scheduling of appointments, meetings, and events.
Coordinate travel arrangements, including flights, accommodations, other
transportation and any other special requirements.
Anticipate scheduling conflicts and proactively resolve them.
Coordinate with the nanny to organize and update the calendar on all kid’s activities.
Administrative Support:
Prepare agendas, take meeting minutes, and distribute action items.
Follow up on action items in a timely manner.
Prepare presentations for meetings and events.
Complete any day-to-day tasks as required.
Manage and maintain task lists and expense reports.
liaising with the bookkeeping agency to ensure timely payments and
coordinate with vendors on any payment issues.
Organize and manage online filing systems, ensure everything is filled and easy to
locate.
Communication:
Serve as the primary point of contact for all communications.
Respond promptly to all emails and other correspondence, prioritizing urgent
matters and ensuring timely follow-up.
Draft email responses and edit documents, presentations, and reports as
needed.
Project Coordination and Management:
Assist with the planning and execution of projects and initiatives.
Liaise and coordinate with all people involved in the project to ensure project
deadlines are met.
Track project progress and provide status updates as required.
non-profit foundation support:
Collaborate on strategy for the foundation and outline a strategic plan and
workflow needed to achieve objectives.
Attend meetings and take notes when needed.
Help with the preparation of presentations as required.
Proactively research partners that the foundation can collaborate with.
Submit expenses to the foundation source and monitor reimbursements.
Research and Analysis:
Conduct research on various topics and present findings.
Analyze data and prepare reports to support the decision-making processes.
Conduct research on potential opportunities that employer may want to be involved in.
Maintain and update the calendar for potential opportunities.
Property management:
Oversee the running and maintenance of all 3 properties: Malibu, Spain, and Bali.
Coordinate and supervise all property maintenance, repairs, and renovations.
Liaise with contractors, vendors, and service providers to ensure timely and high-
quality work.
Develop and manage property budgets, ensuring cost-effectiveness where possible.
Create and maintain a property maintenance calendar.
Create and update when needed a property info page for guests, including a contact
list.
Organize any specific requirements that employers and guests may need
during their stay.
Miscellaneous Tasks:
Perform ad-hoc administrative duties or tasks as assigned.
Run errands as requested.
Adapt to changing priorities and responsibilities quickly and efficiently.
Qualifications:
Proven experience as an executive assistant or in a similar role.
Preferably with a non-profit background.
Proficiency in Microsoft Office suite, Google, Canva and other relevant software.
Demonstrated excellence in written and verbal communication skills.
Strong organizational and multitasking abilities.
Discretion and confidentiality in handling sensitive information.
Ability to work independently with minimal supervision.
Flexibility and adaptability to changing priorities.
Attention to detail and accuracy in all tasks.
This position is part-time (25 hours/week) located in Malibu, CA; Email your resume to [email protected]