PA to Estate Manager

Job Summary:

We are seeking a polished, highly organized Personal Assistant to Estate Manager for a direct hire opportunity in Aliso Viejo, CA. This in-office role supports the day-to-day operations of a private residential environment, working closely with the Estate Manager to ensure schedules, communications, vendors, travel details, documentation, and household priorities are handled with accuracy and discretion. This is an excellent opportunity for a dependable administrative professional who thrives in a high-touch support role where confidentiality, professionalism, flexibility, and follow-through are essential.

The work environment is structured, service-focused, and collaborative, with interaction across household staff, corporate support teams, vendors, contractors, family members, and associates. The right candidate will appreciate a role where attention to detail, strong communication, and calm execution directly contribute to a well-run estate operation.

• Manage and coordinate calendars, appointments, reminders, scheduling conflicts, and follow-up items for the Estate Manager and Principal.
• Support documentation, workflow, correspondence, filing, meeting preparation, and confidential administrative processes.
• Assist with scheduling vendors, contractors, maintenance providers, and estate-related service appointments.
• Coordinate detailed travel support, including communication with pilots, crew, and boat captain, itineraries, inventory, stocking, cleanliness, and readiness for travel.
• Assist the Principal’s family and associates with appointments, shopping, expense management, inventory, and special requests.
• Build effective working relationships with internal staff, support teams, customers, service providers, and contractors while supporting ad-hoc projects as needed.

• Salary range: $72,000 to $79,000 per year.
• Target salary: $75,000 per year.
• Job type:
  Direct hire.
• Location:
  
  Aliso Viejo, CA.
• Workplace type:
  In-office.
• Schedule:
  
  Flexibility required.
• Morning shift: 8:00 a.m. to 4:30 p.m.
• Afternoon shift: 12:30 p.m. to 9:00 p.m.
• Graveyard shift: 9:00 p.m. to 5:30 a.m.
• Company-paid medical, dental, and vision insurance for employee-only coverage.
• Employee pays a portion of elected family benefits.
• 401(k) with employer contribution.
• Paid vacation.
• FSA.

• Manage executive-level calendar coordination, scheduling, reminders, and follow-up for estate and personal obligations.
• Support vendor scheduling, estate operations documentation, travel coordination, and confidential administrative workflows.
• Maintain organized files, inventory records, meeting materials, expense details, and sensitive information.
• Communicate effectively with household staff, corporate support teams, vendors, contractors, family members, and associates.
• Bachelor’s degree or equivalent education and training.
• Relevant administrative, executive support, personal assistant, or estate support experience, with experience level aligned to a mid-to-senior administrative support role.
• Advanced proficiency with Microsoft Office Suite, especially Outlook scheduling features.
• Knowledge of office procedures, business correspondence, filing systems, report writing, multi-line phones, copiers, fax machines, and computers.
• Valid driver’s license and reliable transportation required.
• Ability to manage sensitive information, including login credentials, passwords, credit card details, and confidential documentation, with discretion.
• Strong verbal and written communication skills, including English fluency in reading, writing, and texting.
• Outstanding organizational skills, strong attention to detail, and the ability to prioritize and work independently.
• Professional, confident, punctual, dependable, and able to maintain composure in high-pressure situations.
• Flexibility and adaptability to changing priorities, schedules, locations, and business needs.
• Ability to walk, stand, sit for extended periods, bend, carry light items, and drive an automobile as required.

• Prior experience supporting a private estate, household, family office, executive office, or high-net-worth principal.
• Experience coordinating private travel, aircraft, boat, vendor, contractor, or household service logistics.
• Strong judgment, service orientation, and comfort working in a confidential residential environment.

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