Personal Executive Assistant

Location

Carlsbad, CA | United States

Job description

We are hiring a Personal Assitant/Executive Assistant to support our CEO in Carlsbad California. The Personal Assistant /Executive Assistant plays a pivotal role in supporting the CEO through meticulous organization and attention to detail. This role demands exceptional communication skills, the ability to proactively manage tasks, and a proven track record in coordinating home maintenance projects, handling financial transactions, and liaising with vendors. The successful candidate will be responsible for managing the CEO's personal affairs, including family-related tasks, ensuring everything runs smoothly and efficiently.

Key responsibilities also encompass arranging complex travel itineraries, including the logistical and financial management of a private plane and multiple residences. The ideal candidate will excel in anticipating the CEO's requirements, aiming to facilitate a streamlined, effective personal and professional life. This position is suited for someone who is highly adaptive, anticipates needs before they arise, and seamlessly integrates into the personal and professional realms of the CEO's life.

This position works onsite 2-3 days a week out of our Carlsbad California office.

What will I do every day?

Executive Assistant responsibilities:

• Calendar Management: Oversee the CEO's personal and professional calendar, meticulously scheduling, and coordinating appointments, meetings, and events to optimize time management and prevent conflicts.
• Travel Coordination: Arrange comprehensive travel plans for both domestic and international trips, including flights, accommodations, and ground transportation, along with creating detailed itineraries to ensure seamless experiences.
• Vendor and Service Provider Liaison: Establish and maintain relationships with vendors and service providers, negotiating contracts to secure the best terms and ensure the highest level of service and professionalism.
• Communication Gatekeeper: Serve as the primary point of contact for the CEO, skillfully screening and prioritizing incoming communications, including emails, phone calls, and mail, and handling correspondence to facilitate efficient communication flow.
• Project and Task Management: Take on ad-hoc tasks and special projects, applying project management principles to plan, execute, and finalize projects according to strict deadlines and within budget.
• Assist with any ad-hoc tasks or special projects and provide support to Kisco Leadership as needed

Personal Assitant Responsibilities:

• Home Maintenance Oversight: Manage home maintenance projects for multiple properties, coordinating with contractors and vendors to ensure work is completed to high standards and within expected timeframes.
• Financial Management: Handle personal financial tasks for the CEO, including bill payments and account management, ensuring accuracy and timeliness in all transactions.
• Tax Coordination: Collaborate with the tax group to organize and provide necessary documents and information for tax planning and preparation, ensuring compliance and optimization of financial resources.
• Property Upkeep: Oversee repairs and maintenance for properties in Rancho Santa Fe, CA, ensuring they are maintained in top condition and coordinating with local service providers as needed.
• Household Operations: Manage the daily operations of the CEO's households, including but not limited to, paying bills, organizing household staff schedules, and ensuring the smooth running of all household activities.

General Administrative Responsibilites: 

• Event Planning and Coordination: Plan, coordinate, and oversee both professional and personal events, ensuring they meet the CEO's objectives and expectations, from intimate gatherings to large-scale events.  
• Confidentiality Maintenance: Uphold the utmost confidentiality regarding all aspects of the CEO's personal and professional life, ensuring sensitive information is securely managed and communicated.
• Strategic Assistance: Provide strategic support to the CEO by preparing reports, presentations, and briefs to facilitate informed decision-making and strategic planning.
• Personal Errands and Tasks: Assist with personal errands, shopping, and other tasks as needed to support the CEO's personal life and time management.
• Lifestyle Management: Assist in managing the CEO's personal lifestyle needs, including health and wellness appointments, personal interests, and family obligations, to ensure a balanced and organized personal life.
• This comprehensive job description covers a wide range of responsibilities, emphasizing the versatility, organization, and proactive nature required for the role. It aims to ensure the Executive and Personal Assistant is well-prepared to support the CEO's schedule and lifestyle efficiently and effectively.

What will I need to be successful in this role?

• Experience managing travel arrangements and coordinating with private aviation
• Familiarity with managing home maintenance projects and coordinating with contractors and
• Strong financial management skills, with experience managing bill payments and personal
• Minimum of 5-10 years of experience as a personal assistant/executive assistant, supporting high-level executives or individuals.
• Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Strong skills using latest technology like Chat GPT, proficient in Microsoft Office Suite, QuickBooks, and other and other relevant software applications.
• Exceptional verbal and written communication skills, with the ability to communicate effectively with a diverse range of individuals.
• Bi-lingual, Spanish speaking preferred
• Discretion and professionalism, with the ability to maintain confidentiality at all times

What’s in it for me? (Great Question!)

• Competitive pay: $75,000-$100,000/Yr. Depending on experience
• Outstanding Healthcare benefits and Benefit package

What do we do?

We create a great place to live for our residents and a great place to work for our associates. Kisco Senior Living has been a dynamic, award-winning leader in the senior living industry for the past 30 years.

  All offers of employment are subject to satisfying our pre-employment process which includes: successfully passing a drug screen, TB Test and Background Check

*Kisco Senior Living is an Equal Opportunity Employer

Job tags

Salary