Personal Executive Assistant

Job Summary

A direct hire opportunity is available for a Personal Executive Assistant in Newport Beach, CA. This role supports the day-to-day operations of a private residence and provides high-level administrative, scheduling, coordination, and personal support to an Estate Manager and Principal. This position is on site at a residence. This is an excellent opportunity for a polished, highly organized administrative professional who thrives in a trusted support role, enjoys variety, and can manage confidential information with professionalism and discretion.

The environment is structured, service-oriented, and fast-paced, with close collaboration across household staff, corporate support teams, service providers, vendors, and contractors. The Person al Executive Assistant will play an important role in keeping schedules, documentation, travel coordination, household tasks, and personal support needs organized and on track. Success in this role requires reliability, flexibility, excellent judgment, and the ability to anticipate needs before they become urgent.

• Manage complex calendars, appointment reminders, scheduling conflicts, and personal, professional, and medical appointments for the Estate Manager and Principal.
• Coordinate communication, documentation, workflow, files, meeting materials, and confidential records with a high level of accuracy and discretion.
• Assist with vendor and contractor scheduling for estate maintenance, service providers, and household operations.
• Support travel logistics, including coordination with aircraft pilots, crew, boat captain, staff itineraries, inventories, and preparation of travel assets.
• Assist the Principal’s family and associates with appointments, shopping, expense management, weekly estate inventory, and ad-hoc projects.
• Build effective working relationships with internal staff, corporate support teams, guests, customers, vendors, and contractors.

• Salary: $75,000 to $85,000 per year.
• Job Type: Direct hire.
• Location:
  
  Newport Beach, CA.
• Schedule:
  
  Flexibility required.
• May require reporting to multiple local residences and worksites.

• Manage executive-level calendars, appointments, reminders, and scheduling priorities.
• Coordinate estate operations support, vendor scheduling, travel logistics, files, and documentation.
• Maintain confidential information, including sensitive personal, financial, and access-related details.
• Support household, family, and associate needs through administrative and personal assistance.
• 3 to 5 years of relevant administrative, executive assistant, personal assistant, or estate support experience.
• Bachelor’s degree or equivalent education and training.
• Advanced proficiency with Microsoft Office Suite, especially Outlook and scheduling features.
• Knowledge of office procedures, business correspondence, filing systems, report writing, multi-line phones, copiers, fax machines, and standard office equipment.
• Valid driver’s license and reliable transportation.
• Strong written and verbal communication skills, including English fluency in reading, writing, and texting.
• High degree of professionalism, confidence, punctuality, dependability, and discretion.
• Strong organizational skills with excellent attention to detail and the ability to prioritize independently.
• Ability to remain composed, positive, and effective in high-pressure or changing situations.
• Ability to walk, stand, sit for extended periods, bend, carry light items, and drive as needed.

• Prior experience supporting a private estate, high-net-worth household, family office, executive office, or concierge-style service environment highly preferred
• Experience coordinating complex travel…