Executive Personal Assistant

Job Summary

We are seeking a highly organized, reliable, and proactive Executive Personal Assistant to support a busy CEO who manages multiple companies in transportation, aviation, real estate, and investments. This is a fast-paced on-site position based in Van Nuys, CA.

Responsibilities

• Manage daily calendar, scheduling, and travel arrangements
• Oversee residential and commercial properties (maintenance, vendors, inspections, contractors)
• Handle task lists, follow-ups, reminders, and project tracking
• Assist with emails, letters, research, and professional writing
• Conduct research on vendors, services, and business topics
• Coordinate with staff, partners, and outside vendors
• Prepare summaries, updates, and reports
• Maintain confidentiality at all times
• Support personal tasks, errands, and last-minute requests
• Manage and maintain complex calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and events with precision.

Skills

• Proven experience as a Personal Assistant or in an administrative support role with excellent organizational skills.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace applications, and office management software like QuickBooks.
• Exceptional calendar management abilities with experience using Microsoft Outlook Calendar.
• Effective communication skills with polished phone etiquette and customer service orientation.
• High level of computer literacy including data entry, transcription, proofreading, and document formatting.
• Ability to handle multiple tasks simultaneously while maintaining attention to detail under tight deadlines.
• Experience in event planning, project coordination, bookkeeping, and office administration is highly desirable.
• Knowledge of multi-line phone systems and office equipment operation including filing systems and front desk procedures.
• Demonstrated ability to adapt quickly to changing priorities with a positive attitude and proactive mindset. Join us as a Personal Assistant if you thrive in an energetic environment where your organizational talents can shine Bring your administrative expertise to a role that values initiative, precision, and professional growth—helping our leaders stay focused on what matters most while ensuring the smooth functioning of our office daily operations
• Coordinate travel arrangements, including booking flights, accommodations, transportation, and preparing detailed itineraries.
• Handle incoming calls with professionalism using multi-line phone systems and phone etiquette, directing inquiries appropriately.
• Organize and prepare documents through proofreading, transcription, data entry, and filing to ensure accuracy and accessibility.
• Assist with event planning for corporate meetings, conferences, or special events by managing logistics, invitations, and vendor communications.
• Support bookkeeping and office management tasks utilizing QuickBooks for expense tracking and basic financial recordkeeping.
• Provide executive administrative support by preparing reports, presentations, and correspondence while maintaining confidentiality.
• Oversee office supplies inventory, coordinate front desk activities, and ensure a welcoming environment for visitors.
• Facilitate project coordination efforts by tracking deadlines, follow-ups, and deliverables across teams.
• Utilize office software such as Microsoft Office Suite (Word, Excel, PowerPoint) to produce professional documents and presentations.

Requirements

• Minimum 3 years experience supporting a CEO, executive, or high-net-worth individual
• Strong research, writing, and communication skills
• Excellent organization and follow-up abilities
• Experience with property management or coordinating maintenance (preferred)
• Tech-savvy; comfortable with Google Workspace / Microsoft Office
• Professional, reliable, and able to multitask
• Valid driver's license and reliable transportation
• Must be local to Van Nuys, CA and available on-site

Duties

• Manage and maintain complex calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and events with precision.
• Coordinate travel arrangements, including booking flights, accommodations, transportation, and preparing detailed itineraries.
• Handle incoming calls with professionalism using multi-line phone systems and phone etiquette, directing inquiries appropriately.
• Organize and prepare documents through proofreading, transcription, data entry, and filing to ensure accuracy and accessibility.
• Assist with event planning for corporate meetings, conferences, or special events by managing logistics, invitations, and vendor communications.
• Support bookkeeping and office management tasks utilizing QuickBooks for expense tracking and basic financial recordkeeping.
• Provide executive administrative support by preparing reports, presentations, and correspondence while maintaining confidentiality.
• Oversee office supplies inventory, coordinate front desk activities, and ensure a welcoming environment for visitors.
• Facilitate project coordination efforts by tracking deadlines, follow-ups, and deliverables across teams.
• Utilize office software such as Microsoft Office Suite (Word, Excel, PowerPoint) to produce professional documents and presentations.

Skills

• Proven experience as a Personal Assistant or in an administrative support role with excellent organizational skills.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace applications, and office management software like QuickBooks.
• Exceptional calendar management abilities with experience using Microsoft Outlook Calendar.
• Effective communication skills with polished phone etiquette and customer service orientation.
• High level of computer literacy including data entry, transcription, proofreading, and document formatting.
• Ability to handle multiple tasks simultaneously while maintaining attention to detail under tight deadlines.
• Experience in event planning, project coordination, bookkeeping, and office administration is highly desirable.
• Knowledge of multi-line phone systems and office equipment operation including filing systems and front desk procedures.
• Demonstrated ability to adapt quickly to changing priorities with a positive attitude and proactive mindset. Join us as a Personal Assistant if you thrive in an energetic environment where your organizational talents can shine Bring your administrative expertise to a role that values initiative, precision, and professional growth—helping our leaders stay focused on what matters most while ensuring the smooth functioning of our office daily operations

Pay: $ $24.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Employee discount
• Flexible schedule
• Health insurance

Work Location: In person