Administrative Assistant

A private family office seeks a highly organized, detail-oriented, and proactive Assistant to Managers to support the Estate Manager at the family's Los Angeles residences and assist additional leadership team members. This is a junior position, and applicants with less than one year of experience are welcome to apply. Those with additional years of experience are also encouraged to apply. The ideal candidate must have a willingness to learn and be adaptable in their approach to work.This role requires a dynamic individual who thrives in a fast-paced environment, is an excellent communicator, and possesses strong organizational skills. The ideal candidate is a self-starter who can juggle multiple priorities, adapt to changing needs, and work seamlessly with various teams. This is a full-time, in-office position, primarily working Monday-Friday from 9 AM-5 PM, with the need for occasional overtime when the family is in residence. Frequent local travel between two Los Angeles properties is required.This role requires a highly resourceful and refined professional who thrives in a structured yet dynamic environment and is eager to contribute to a high-functioning team.Job responsibilities include, but are not limited to:Proactively manage complex and ever-changing calendars, scheduling appointments, meetings, and reservationsTrack, send, receive, and manage packages and returns; coordinate pick-ups and drop-offsOrder, track, and maintain inventory and suppliesConduct research, prepare documents, and assist with home office tasksHandle packing, shipping, and logistics coordinationCollect and disseminate information to designated departmentsSchedule and coordinate pet care and appointmentsRun errands as neededDraft and distribute meeting minutesPrepare and reconcile expense reports and credit card statementsAssist with vendor coordinationEnsure all principal and guest requests are addressed in a timely manner and communicated to the appropriate managersMaintain organized and confidential personal filesPlan and manage staff celebrations in collaboration with the People Systems CoordinatorAssist with special projects and additional administrative tasks as requestedAdditional Assistant to Managers responsibilities as requestedRequirements:Fluent in English; exceptional communication skills (written, verbal, phone, text, and email)Excellent references required from both current and previous employersLess than one year of experience is acceptable; willing to learn and adapt is essential. Prior experience in a private family office is a plus but not a requirement Bachelor's degree from an accredited college or university is preferred but not requiredWorks with the utmost discretion, confidentiality, integrity, and strong ethics at all times, demonstrating the highest levels of diplomacy and professionalismPoised and professional in both mindset and manner, demonstrating high emotional intelligence, good judgment, sincerity, tact, and patienceExceptional organizational skills, attention to detail, and dedication to responsibilities; must have an above-and-beyond attitude with the ability to work both independently and as part of a team while taking direction wellAbility to meet deadlines and remain calm and composed in high-pressure momentsProactive, highly adaptable, and resourceful with a self-starter mindset; must be able to see jobs through to completion with personal accountability and a no-task-is-too-big-or-too-small mindsetFlexibility in scheduling with willingness to work extended hours when the family is in residenceAbility to work both independently and as part of a team while collaborating respectfully with principals, family, guests, and staffTech-savvy with advanced proficiency in Microsoft Office (particularly Excel); experience with inventory/asset database programs such as FileMaker Pro is highly desirableFrequent local travel between two Los Angeles properties is requiredValid Driver's License with a clean driving record and a reliable vehicleAuthorized to work within the United States without sponsorship or restrictions

Created: 2025-02-22