Job Description

EXECUTIVE/PERSONAL ASSISTANT/HOUSE MANAGER

The person in this position will have a track record of keeping confidences, discretion and accuracy. She or he will also be highly responsive on email.

A description of an ideal candidate:

• A highly accurate and detail-oriented individual, who will keep sensitive information about our consulting business, related work and our clients in strict confidence (pursuant to an NDA that will be required).
• Someone who can think on her or his feet with impeccable judgement and good EQ.
• An excellent communicator, both written and verbal.
• An independent and self-motivated worker, who will manage many tasks simultaneously and prioritize them according to level of urgency.
• Someone with an optimistic, deferential, professional, can-do attitude at all times. 
• She or he must be experienced with the Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook; Ideally with 2+ years of office work experience.

This description is a summary and does not include all responsibilities.

BACKGROUND

The person in this role will support the next Chairman of his company and one of the world’s leading advisors on law firm mergers and strategy.  He and his partners advise law firms in the US, Europe and Asia.

The role is unusual and a great fit for the right person. Mostly a remote position, it provides a mix of responsibilities as an executive assistant, personal assistant, and house manager. Due to the house manager nature of the role, ideal candidates would live in or near to Newport Beach and have a car.

EXECUTIVE ASSISTANT

Travel management

• Search best rates for rooms (AAA, client rates, etc.)
• Search and send flight options
• Keep track of miles and points with each airline

Calendaring in Outlook

• Follow specific format for all calendar invites
• Be able to communicate Chairman’s availability to clients
• Keep track of any external invites sent to Chairman, and add extra details (i.e. one touch dial) when left off

Manage day to day tasks such as:

• Bill payments
• Daily calendar checks
• Sorting and sending mail and packages
• Coordinate with accountant and other professional advisors
• Draft and send correspondence, mostly email

PERSONAL ASSISTANT

• Do miscellaneous shopping and refill prescriptions
• Run errands
• Pay bills/keep up with auto-pay schedules
• Donate/sell old clothes
• Handle returns and exchanges from online orders
• Coordinate automotive maintenance

HOUSE MANAGER

• Source, supervise, and pay contractors and other providers for home maintenance
• During COVID: Ensure all contractors abide by safety protocols established for the home including wearing proper PPE, checking each provider before entry to the home
• Ensure appliances, HVAC, other home systems are in good working condition and properly maintained by third party providers
• Various household maintenance tasks (i.e. water plants, change lightbulbs and batteries)