Executive Personal Assistant, San Clemente

Position Summary:
The
Executive Personal Assistant
assists the Executive Management team by learning the needs of the Executive team and taking on a variety of personal and company responsibilities to create more availability for the Executive Management team to focus on top priorities.
The position requires a professional individual with a high standard of quality, efficiency, and organization.
This position will require the candidate to prioritize multiple responsibilities.
The candidate will be required to think critically and solve problems in a self-sufficient manner with support provided as needed.
The candidates responsibilities will include:
Executive support including Outlook management and special assignments such as (~30%):
Record and accurately file key takeaways, decisions, and action items following client presentations, internal staff meetings, and training workshops;
Ensure the Executive team is fully prepared to lead staff training presentations by creating, organizing, and distributing presentation materials;
Use Microsoft Office (Excel, PowerPoint, and Word formats) for a variety of tasks including developing content for training;
Conduct special projects such as data aggregation and metrics using Microsoft SharePoint for filing;
General event support for Staff Meetings, holiday party, and special events;
Coordinate projects between Executive Management and team members; and
Collect client feedback and help company leaders create training opportunities based on key improvement areas;
Schedule and complete personal tasks and property management as needed (~70%):
Mail processing, appointment scheduling, copying keys, and returning items to vendors or stores;
Supervise and manage vendors for home maintenance, renovations, and landscaping;
Car services including routine maintenance;
Property portfolio management and associated QuickBooks Accounting;
Household worker management;
Vendor liaison;
Expense report preparation and travel scheduling; and
File management on SharePoint and OneDrive;
Outlook calendar management and email filtering based on priorities;
Team-driven individual that is motivated to support other team members when needed; and
Other duties as assigned.
Candidate Qualifications include:
Bachelors degree in Communications, Business Administration, Psychology, Sociology, or similar fields from an accredited university with minimum GPA of 3.6;
GPA will be verified;
6-12+ years of professional experience, most recently as an Executive and/or Personal Assistant at a legal or consulting firm for 3+ years;
Solid organizational skills including the ability to multi-task, prioritize, and work independently;
Excellent verbal and written communication skills;
Available to work in-office at our San Juan Capistrano office during business days, at various properties depending on the need, and to travel locally to vendors/showrooms when applicable; and
Strong software skills including Microsoft Office 365: Outlook, SharePoint, Word, Excel, and PowerPoint.