Executive Personal Assistant

Position Summary:The Executive Personal Assistant assists the Executive Management team by learning the needs of the Executive team and taking on a variety of personal and company responsibilities to create more availability for the Executive Management team to focus on top priorities. The position requires a professional individual with a high standard of quality, efficiency, and organization. This position will require the candidate to prioritize multiple responsibilities. The candidate will be required to think critically and solve problems in a self-sufficient manner with support provided as needed. The candidate’s responsibilities will include:Executive support including Outlook management and special assignments such as (~30%): Record and accurately file key takeaways, decisions, and action items following client presentations, internal staff meetings, and training workshops;Ensure the Executive team is fully prepared to lead staff training presentations by creating, organizing, and distributing presentation materials; Use Microsoft Office (Excel, PowerPoint, and Word formats) for a variety of tasks including developing content for training;Conduct special projects such as data aggregation and metrics using Microsoft SharePoint for filing;General event support for Staff Meetings, holiday party, and special events;Coordinate projects between Executive Management and team members; andCollect client feedback and help company leaders create training opportunities based on key improvement areas;Schedule and complete personal tasks and property management as needed (~70%): Mail processing, appointment scheduling, copying keys, and returning items to vendors or stores;Supervise and manage vendors for home maintenance, renovations, and landscaping;Car services including routine maintenance;Property portfolio management and associated QuickBooks Accounting;Household worker management;Vendor liaison; Expense report preparation and travel scheduling; andFile management on SharePoint and OneDrive;Outlook calendar management and email filtering based on priorities;Team-driven individual that is motivated to support other team members when needed; andOther duties as assigned.Candidate Qualifications include:Bachelor’s degree in Communications, Business Administration, Psychology, Sociology, or similar fields from an accredited university with minimum GPA of 3.6; GPA will be verified;6-12+ years of professional experience, most recently as an Executive and/or Personal Assistant at a legal or consulting firm for 3+ years;Solid organizational skills including the ability to multi-task, prioritize, and work independently;Excellent verbal and written communication skills;Available to work in-office at our San Juan Capistrano office during business days, at various properties depending on the need, and to travel locally to vendors/showrooms when applicable; andStrong software skills including Microsoft Office 365: Outlook, SharePoint, Word, Excel, and PowerPoint.