Personal Assistant/Estate Manager - Health and Wellness - Los Angeles, CA

The Personal Assistant/Estate Manager will help manage the CEO’s day-to-day operations, ensuring smooth workflow and assisting in decision-making processes, including scheduling, communications, planning, financial management, and coordination. In addition, the estate management responsibilities are to ensure that the household runs smoothly, efficiently, and cost-effectively, providing a comfortable and well-maintained living environment for the principal and family. This is an energetic household, with many family functions happening!

This position requires a high level of organizational skill, attention to detail, and the ability to multitask, often under tight deadlines. 

This hybrid position will require 3 to 4 days of in-person work in Calabasas, CA. Therefore, you must live within a 15-mile radius of Calabasas and be willing and able to travel as needed.

Requirements

Personal Assistant Responsibilities:

• Plans, coordinates, and ensures the CEO’s schedule is followed and respected. 
• Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those sensitive or confidential. Determines appropriate course of action, referral, or response. 
• Prioritizes conflicting needs; handles matters expeditiously and proactively; and follows through on projects to successful completion, often with deadline pressures.
• Provide support in preparing for strategic meetings and presentations. Review notes and documents before meetings and prepare with the appropriate information. 

• Managing incoming and outgoing emails, letters, and packages, filtering important messages, and drafting responses when appropriate.

• Keeping track of important legal and administrative documents.

• Manage budgets and expenses incurred by the family, ensuring all bill details are entered into QuickBooks Online and ensuring data entry and categorization accuracy.
• Schedule and make payments for bills, ensuring all payments are made on time to avoid late fees and maintain credit standing.
• Generate financial reports from QuickBooks Online to provide insights into spending patterns and help with financial planning.
• Maintain an organized system for managing financial documents, receipts, and invoices for easy retrieval and reference.

• Gather necessary documentation for tax filing and coordinate with CPAs to ensure timely and accurate tax submissions. 

• Ensuring all project and event-related deadlines are met, and the CEO is prepared for any obligations.

Estate Manager Responsibilities:

• Oversee and coordinate regular maintenance, schedule repairs, and organize cleaning services on other family properties, ensuring that all homes are in optimal condition.
• Manage relationships with vendors, contractors, and service providers, negotiating contracts and overseeing their performance to ensure quality service. Ensure that project and repair timelines are followed.
• Ensure security protocols are in place and effectively maintained at all properties.
• Hire, train, and manage household staff such as cleaners, gardeners, and cooks, and oversee their daily activities.

• Ensure regular maintenance and necessary repairs of all vehicles and watercrafts, keeping detailed records of service histories.
• Keep track of registration renewals, insurance renewals, and necessary documentation to ensure all are current and compliant with legal requirements.
• Manage the scheduling and logistical use of vehicles and boats, ensuring availability and readiness for the family’s needs.
• Monitor maintenance, repairs, and upgrade expenditures to stay within the allocated budget.

• Arrange travel plans, including flights, accommodations, and ground transportation, tailored to personal and professional needs. Ensure that passports and other travel documents are valid and completed as necessary.
• Organize and help coordinate family events, such as holidays, vacations, dinners, birthdays, and anniversaries, including logistics, guest lists, and catering for each celebration.
• Handle everyday errands such as picking up dry cleaning, mailing packages, and purchasing groceries or other household items. Assist with personal shopping needs, from gifts for special occasions to wardrobe requests or home supplies.
• Help support the current nanny as a backup if needed for babysitting or driving children to and from activities.
• Organize pet care, including veterinary appointments, grooming, and daily needs like feeding and exercise.
• Handling emergencies and unexpected issues efficiently.

• Build and maintain relationships with key stakeholders such as other nonprofits, community leaders, and philanthropic partners to enhance collaboration and leverage synergies.

Personal Assistant/Estate Manager Requirements:

• Bachelor's degree in business administration, marketing, or a related field preferred
• 5+ years of experience in a Personal Assistant/Estate Management role
• Must have a flexible schedule
• Proficient in Microsoft Office Suite and Google Suite applications
• Exceptional ability to execute reliably, solve problems proactively, pay close attention to details, and prioritize time and tasks
• Knowledge of QuickBooks Online
• Experience with training and managing staff
• Strong organizational and multitasking skills
• Ability to learn and adapt to new software and technologies
• Experience with Slack, Asana, Google Drive, and DropBox a plus
• Excellent English verbal, written, and interpersonal communication skills
• Maintain high discretion and confidentiality regarding personal, financial, and sensitive information
• Ability to work independently and proactively in a fast-paced, dynamic, and remote work environment
• Outstanding attention to detail, especially regarding managing calendars and written communication
• Resilience to navigate competing priorities and constant change
• Please do love dogs, as the family does have many!!

Benefits

What do you get for being so cool and joining our team?

• Competitive Salary $115,000 - $150,000/yr (based on experience)

• Hybrid remote with some in-person work must be located within a 15-mile radius of Calabasas, California
• PTO - Start with 10 days of paid time off per year, increasing incrementally up to 20 days after 5 years.
• Health and Wellness - Benefit from an additional 5 days per year dedicated to your health and wellness.
• Enjoy 10 paid company holidays each year.
• Celebrate your birthday with a bonus paid day off – because you're awesome!
• Receive a $100 monthly stipend to help cover your home office expenses.
• 100% Company paid Medical, Dental, and Vision Insurance
• 100% Company paid Life Insurance and Short-Term Disability Coverage
• Paid Maternity / Paternity leave
• Employer matching 401K participation
• We match your charitable contributions up to $2,500/yr
• Free employee product samples and discounts
• Fun company social gatherings