Personal Assistant to CEO Job Carlsbad area,California USA,Administrative/Clerical

Overview

Frontline Source Group is partnering with a high-growth, globally recognized organization to identify an exceptional Personal Assistant to the CEO. This role is not a traditional administrative position and is not a corporate environment. The selected candidate will serve as a trusted right hand and extension of a dynamic entrepreneur, providing seamless support across professional operations and personal priorities as he builds a new venture with an ambitious long-term growth roadmap.

The split is roughly 70% business and 30% personal and family support. The right candidate is a polished, proactive professional who brings discretion, sound judgment, high energy, and a builder's mentality to everything they do. The person will learn the business, absorb how the principal thinks, earn increasing authority, and help move the business forward at speed.

Key Responsibilities

Professional and Business Support

Manage complex, ever-changing calendars across multiple time zones; anticipate conflicts and protect the executive's time proactively.
Serve as a full gatekeeper and trusted point of access to the executive for internal teams and external partners.
Sit in on calls, meetings, and video conferences to stay fully informed, enabling faster communication and execution on the executive's behalf.
Coordinate meetings end-to-end, ensuring all logistics, materials, and participants are aligned in advance.
Prepare briefing materials, executive itineraries, and correspondence; ensure timely and accurate follow-through on all communications.
Track action items and follow-ups across multiple work streams to ensure nothing falls through the cracks.
Travel selectively with the executive to business meetings and events; capture key decisions and action items and drive accountability afterward.
Support conference coordination, registrations, and preparation of executive materials including bios and headshots.
Coordinate vendors and manage projects tied to business initiatives, operations, construction, and franchising activities.
Serve as a discreet and professional liaison with legal, financial, investor, and franchise contacts.
Support the executive's philanthropic commitments, including charitable board involvement and related events and communications.
Oversee expense tracking, reporting, and general business administration.

Personal and Family Support

Coordinate household operations including vendor relationships, scheduling, and service providers.
Manage personal requests, errands, and day-to-day logistics with efficiency and care.
Plan and execute family travel and experiences with thorough itineraries and seamless logistics.
Support family scheduling and planning, including recurring family planning sessions, school and activity logistics, and milestone events such as college visits.
Anticipate personal and family needs proactively, staying steps ahead to reduce friction and keep daily life running smoothly.
Build warm, genuine relationships with the executive's family; interpersonal fit with the family is essential to success in this role.
Uphold the highest standard of discretion and confidentiality across all personal, family, and financial matters.

Team Collaboration

Collaborate closely with executive support team members to divide responsibilities and ensure seamless execution.
Participate in daily check-ins and maintain clear, consistent communication across team workflows.
Take full ownership of assigned tasks while sustaining visibility across the broader support structure.

Candidate Profile Required Experience

5-10+ years in a dedicated EA, PA, or Chief of Staff capacity supporting a senior executive, founder, or high-net-worth individual.
Proven ability to manage both professional and personal responsibilities with sound judgment and unwavering discretion.
Demonstrated experience operating with a high level of trust and access, including sensitive financial and family matters.
Experience in luxury hospitality, family office, private service, or entrepreneurial environments strongly preferred.

Core Competencies

Exceptional organizational skills and meticulous attention to detail.
Polished written and verbal…