Job Description

JOB TITLE: PERSONAL AND EXECUTIVE ASSISTANT

DEPARTMENT: HEALTHCARE AND HOSPITALITY

SUPERVISOR: FOUNDER, CEO

GENERAL JOB DESCRIPTION:

THE FOUNDER AND CEO OF THE SOUTHERN CALIFORNIA FOOD ALLERGY INSTITUTE AND TPIRC IS SEEKING A PERSONAL AND EXECUTIVE ASSISTANT TO ASSIST THE FOUNDER IN HIS DAY TO DAY ACTIVITIES INVOLVING HIS BUSINESS AND PERSONAL ACTIVITIES. THE FOUNDER MANAGES MULTIPLE SCHEDULES AS THE HEAD OF MULTIPLE COMPANIES. TPIRC IS THE BASE OF OPERATIONS FOR THE FOUNDER’S DAILY ACTIVITIES. THE ASSISTANT WILL BE LOCATED IN THE EXECUTIVE SUITE OF TPIRC AND WORK WITH THE FOUNDER ON A DAILY BASIS. ONE IMPORTANT ASPECT OF THIS POSITION IS IT INVOLVES MANAGING ONE COMPANY OF THE FOUNDER - HIS RANCH LOCATED IN TEMECULA. IT IS IMPORTANT TO KEEP IN MIND THE FOUNDER HAS HUNDREDS OF EMPLOYEES REPORTING TO HIS MANAGEMENT TEAMS. ATTENTION TO DETAIL, WORKING THROUGH PROCESS FLOW MANAGEMENT, CLEAR COMMUNICATION AND A STRONG WORK ETHIC ARE CRITICAL ASPECTS TO THIS ROLE.

MAJOR DUTIES AND RESPONSIBILITIES:

• 45% TIME (VARIABLE) - RANDHAWA RANCH PROJECTS: (ANTICIPATE SPENDING ONE FULL DAY PER WEEK MINIMUM AT THE RANCH TO MONITOR THE PROPERTY, SUPERVISE TENANTS/CONTRACT WORKERS, AND DEVELOP LOCAL RELATIONSHIPS)

  • AIRBNB AND VRBO MANAGEMENT - COMMUNICATE WITH GUESTS, COORDINATE CLEANING WITH THE CLEANING SERVICE, ENSURE OUTSTANDING CUSTOMER SERVICE, INSPECTING AND PREPPING THE PROPERTY BEFORE ANY UPCOMING GUESTS

  • EVENTS MANAGER - (INCLUDING BUT NOT LIMITED TO: BUILDING WEDDING AND ACTIVITY PACKAGES FOR GUESTS, COORDINATE TOURS, EVENT REQUEST SUPPORT, VENDOR COORDINATION)

  • RANDHAWA RANCH SOCIAL MEDIA - SOCIAL MEDIA MANAGEMENT (INSTAGRAM), POSTING RANCH-RELATED CONTENT AND ENGAGING WITH POTENTIAL CLIENTS

  • WEBSITE MANAGEMENT - UPDATING WEBSITE IF NEEDED

  • RANDHAWA RANCH CALENDAR MANAGEMENT - MANAGE GOOGLE CALENDAR FOR THE RANCH COORDINATING WITH RANCH EMPLOYEES, ACTIVITIES, AND ONGOING AND UPCOMING PROJECTS

  • WORK ON OTHER SMALLER RANCH NEEDS/PROJECTS - OBTAIN ESTIMATES AND BE ON-SITE FOR VISITS BY CONTRACT EMPLOYEES FOR VARIOUS RANCH IMPROVEMENT/REPAIR PROJECTS

  • PERFORM WEEKLY HOT-TUB MAINTENANCE

  • MANAGE AND SERVE AS THE MAIN POINT OF CONTACT FOR GUESTS STAYING AT THE PROPERTY AND RANCH EMPLOYEES

• 35% TIME (VARIABLE)- EXECUTIVE PROJECTS FOR THE PHYSICIAN’S PERSONAL BUSINESS ACTIVITIES (INCLUDING BUT NOT LIMITED TO: SCHEDULING ACTIVITIES, OBTAINING ESTIMATES, ORGANIZING MEETINGS, BUILDING POWERPOINTS, UPDATING WEBSITES, VETTING JOB CANDIDATES, SENDING CORRESPONDENCE, ETC.)

MINOR DUTIES AND RESPONSIBILITIES:

• 20% TIME - PERSONAL MATTERS - PICK UP AND DROP OFF THE PHYSICIAN'S LAUNDRY ON A WEEKLY BASIS. MAKE DINNER RESERVATIONS. PERSONAL CALENDAR MANAGEMENT. VACATION PLANNING.

QUALIFICATIONS FOR THE JOB:

EDUCATION: BACHELOR’S DEGREE

EXPERIENCE: MINIMUM OF 3 YEARS OF PERSONAL ASSISTANT EXPERIENCE, AND PRIOR EVENT PLANNING EXPERIENCE

OTHER: ABILITY TO USE WIX (WEBSITE MANAGEMENT), AND CANVA

KEY COMPETENCIES:

• GOOD COMPUTER SKILLS (NEED TO BE ABLE TO USE EXCEL, SPREADSHEETS, ETC TO HELP ORGANIZE AND TRACK INFORMATION)

• GOOD COMMUNICATION AND ORGANIZATIONAL SKILLS

• TIMELINESS AND RESPECTFUL CONDUCT

• MAINTAIN AN EXCELLENT, SAFE DRIVING RECORD

• DEVELOP AND MAINTAIN A SCHEDULING/ORGANIZING PROCESS FULLY AROUND THE FOUNDER'S SCHEDULE, WITH THE EXECUTIVE SECRETARY’S ASSISTANCE

• IMPROVE SKILLS IN POWERPOINT AND EXCEL

• DEVELOP EXECUTIVE-LEVEL PERSONAL COMMUNICATION AS AN EXTENSION OF THE DER'S OUTREACH