2nd Assistant / EA to Chief of Staff – UHNW Entertainment Entrepreneur Family Office

We are in search of an accomplished and detail-oriented professional to fill the role of Second Executive Assistant within our esteemed private family office. This dynamic position involves meticulously orchestrating day to day responsibilities from complex calendaring to navigating communication between the family office. You’ll be tasked with overseeing each day that is runs smoothly and handling complex travel arrangements while upholding the highest standards of discretion and professionalism. The successful candidate will be joining a distinguished team dedicated to delivering exceptional support to our principal and family members.

We are seeking an adaptable, highly organized, and service-oriented individual with a proven history of effectively navigating the intricacies of working in a high-impact entrepreneurial environment. You’re humble, hands-on, have a great sense of humor, scrappy, a problem-solver, and truly happy to wear a variety of hats. Your expertise will be pivotal in ensuring seamless travel experiences and working in a private office. You’ll also need to be flexible to take on personal tasks, from running errands, handling shipping and deliveries, as well as helping with whatever is needed in a highly elevated but humble and casual environment. You’ll coordinate multiple itineraries across private and luxury travel requirements with a focus on maintaining flexibility, a positive attitude, and the ability to navigate needs as they change on the day to day. You’ll need experience as an Executive/Personal Assistant as this role is for someone who is wanting the next step but understands how to provide support to UHNW or celebrity clients. Private jet travel, bespoke accommodations, VIP concierge bookings, and experience working with high level security teams and overall being in a UHNW or celebrity household is required.

Responsibilities:

• Effortlessly collaborate with our esteemed travel management partners to seamlessly coordinate and manage intricate travel itineraries. This includes both domestic and international arrangements, requiring an ability to swiftly adapt to ever-changing schedules and preferences.
• Liaise closely with the Travel Planning Director to facilitate private jet travel, catering to unique requirements and ensuring an impeccable travel experience.
• Work alongside the Security Director to align travel schedules with security protocols, ensuring the safety and confidentiality of all travel plans.
• Demonstrate exceptional mastery in calendar management, ensuring a harmonious integration of travel plans with other engagements.
• Maintain the utmost discretion and confidentiality when handling sensitive information, documents, and correspondence.
• Uphold a consistent line of communication with the business office and purchasing department, meticulously managing travel-related expenses.
• Potentially expand responsibilities to encompass house management as the role evolves within our dynamic environment.

Requirements:

• A minimum of five years’ proven experience in a similar capacity, preferably within a private family office or an environment characterized by exacting standards.
• Adept organizational skills and attention to detail, evident in a track record of flawlessly executed travel arrangements.
• Exceptional communication and interpersonal skills, complemented by the ability to operate within a formal and fast-paced setting.
• Demonstrable expertise in managing intricate travel logistics, including experience with a minimum of 1-2 travel arrangements weekly, each with frequent modifications.
• Thorough familiarity with security protocols and an ability to seamlessly adapt to evolving situations.
• Proficiency in calendar management, international time zone coordination, and oversight of multifaceted projects.

We Offer:

• A competitive compensation package befitting experience and responsibilities. Salary range is DOE at 90-110K base plus OT and Bonus
• Comprehensive PPO benefits (100% paid) and the provision of catered lunches.
• Standard business hours from 9am to 6pm, underscored by a commitment to flexibility when exigencies arise.

Location Requirements:

• Residency within close proximity to West Los Angeles and Santa Monica.
• A minimum of five years’ experience supporting senior-level executives, ideally within a UHNW family office environment.

Career Group