Position Overview

We are seeking a highly capable Executive & Lifestyle Personal Assistant to support a CEO and family across executive scheduling, luxury travel (including private aviation), and day-to-day lifestyle and household operations. This is a high-trust, high-ownership role requiring exceptional discretion, judgment, and precision.

The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and executes seamlessly across multiple priorities. This individual is calm under pressure, detail-oriented, and service-driven, with the confidence to manage complex logistics independently while maintaining polished, professional communication.

About Us

We are a fast-growing lead generation marketing company dedicated to helping attorneys and law firms expand their practices through high-quality client acquisition solutions. Our team is results-driven, innovative, and committed to exceptional service. As we continue to scale, we are expanding our Operations team to strengthen execution, support executive leadership, and accelerate organizational growth.

To be considered for this role, please complete the assessment below.

Quintessa Marketing - Assessment

Our Core Values

We seek professionals who lead and work through our values:

• Purpose – Commitment to our mission of helping clients obtain the justice they deserve
• Resilience – Ability to remain calm, focused, and effective under pressure
• Accountability – Ownership of outcomes with integrity and follow‑through
• Integrity – Fairness, honesty, discretion, and respect in all interactions
• Success‑Driven – Proactive mindset focused on creating value and driving results
• Excellence – Clear communication, accurate documentation, and consistent execution

Key Responsibilities

• Executive & Personal Scheduling
• Own and manage the CEO's personal calendar with strong attention to priorities, buffers, and travel time
• Coordinate scheduling across family members, household staff, and external parties
• Confirm appointments and logistics in advance to minimize last-minute disruptions
• Prepare daily and weekly schedule briefings with proactive reminders

Luxury Travel & Private Aviation Coordination

• Coordinate private aviation logistics, including pilot communication, manifests, catering, ground transportation, and timing
• Plan and execute end-to-end travel: flights, hotels, vehicles, itineraries, reservations, and contingencies
• Maintain accurate travel profiles, preferences, loyalty programs, and required documentation
• Ensure all travel is fully confirmed 24–48 hours in advance, with a “zero surprises” standard

Lifestyle & Household Operations Support

• Coordinate family logistics, including children's schedules, pickups, activities, and travel support
• Work closely with household staff (nanny, house manager, cleaning team) to ensure smooth daily operations
• Manage vendors and service appointments (repairs, deliveries, home services)
• Ensure household readiness standards are consistently met (organized, stocked, guest-ready)

Closet, Appearance & Personal Readiness

• Assist with wardrobe planning for travel, events, and key appearances
• Coordinate closet organization, seasonal rotations, tailoring, returns, and resale of outdated items
• Maintain “always-ready” essentials (travel kits, toiletries, chargers, etc.)
• Ensure the CEO is fully prepared for commitments with minimal friction or oversight

Administration, Systems & Follow-Through

• Maintain organized records, including contacts, vendor lists, preferences, itineraries, and household documentation
• Create and maintain checklists and SOPs to ensure consistent execution
• Track requests and tasks through completion with strong follow-up
• Provide concise daily updates (e.g., Today / Confirmed / Risks )

Success Measures (What Excellence Looks Like)

• Zero missed flights, pickups, reservations, or appointments due to administrative error
• 100% travel readiness with confirmations completed 24–48 hours in advance
• Reduced last-minute scheduling disruptions through proactive planning
• Household and lifestyle logistics were managed seamlessly without day-to-day CEO involvement
• High responsiveness, consistent follow-through, and exceptional discretion

Qualifications

Required:

• 3+ years of experience as a Personal Assistant, Executive Assistant, Lifestyle Assistant, or Household Manager
• Proven experience managing complex scheduling and travel logistics
• Exceptional attention to detail with strong execution and follow-through
• Confident, polished communicator via text, email, and phone
• Ability to handle sensitive and confidential information with complete discretion
• Valid driver's license and ability to run errands or coordinate pickups as needed
• Strong technical capability with Google Calendar, Apple Calendar, Microsoft Office, task trackers, and travel apps

Preferred (Not Required):

• Experience coordinating private aviation or luxury travel
• Experience supporting high-net-worth principals and working with household staff
• Familiarity with wardrobe management or concierge-style lifestyle support

Culture & Working Style Fit

This role is ideal for someone who is:

• Proactive and anticipatory (“sees it coming”)
• Highly organized and checklist-driven
• Calm, composed, and solution-oriented under pressure
• Service-minded while assertive when necessary
• Comfortable managing vendors and coordinating multiple stakeholders
• Flexible and dependable, particularly during travel-heavy periods

Location & Schedule

• Based in Oklahoma
• Flexibility required for occasional evenings and weekends based on travel and events
• Some travel may be required

Compensation & Benefits

• Competitive base salary, commensurate with experience
• Bonus eligibility based on project completion and overall performance
• Comprehensive medical, dental, and vision insurance
• Paid time off and company‑observed holidays
• Up to two (2) weeks of paid PTO per calendar year
• Travel-related expenses are covered when applicable

Equal Opportunity Employer

We are an Equal Opportunity Employer and are committed to fostering a diverse and inclusive workplace. All qualified applicants will be considered without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, marital status, disability, veteran status, or any other protected status under applicable law.

Work Authorization

Applicants must be authorized to work in the United States on a full‑time basis. Employment sponsorship is not available at this time.