Executive Personal Assistant / House Manager

About the Role

We are seeking a highly organized, proactive, and detail-oriented Executive Personal Assistant / House Manager to provide comprehensive support to a successful retired businessman with diverse investments, commercial real estate holdings, and various personal interests. This position is based in Newport Beach/Corona del Mar, CA, and requires full-time, in-person attendance with a highly mobile daily schedule. The working hours are Monday through Friday from 9:00 a.m. to 6:00 p.m., with flexibility as needed.

Key Responsibilities

• Manage schedules including calendars, appointments, reservations, transportation, and daily priorities.
• Coordinate domestic and international travel arrangements involving private aviation, accommodation, ground transport, and itinerary planning.
• Handle errands, conduct research, manage purchases, returns, gifting, expenses, and special projects.
• Oversee the organization, stocking, maintenance, and overall readiness of multiple residences.
• Supervise household staff including three housekeepers and manage vendors such as contractors, landscapers, pool service providers, and maintenance teams.
• Conduct property walkthroughs to ensure all household operations meet expected standards.
• Manage vehicle maintenance including servicing, detailing, registration, insurance, and repairs.
• Create and update household manuals, standard operating procedures, vendor directories, inventories, warranties, and maintenance schedules.
• Organize household areas such as pantries, closets, storage, supplies, passwords, subscriptions, and property documents.
• Maintain and troubleshoot technology systems including Wi-Fi, televisions, streaming services, smart home devices, and household gadgets.
• Coordinate family social events including dinners, holidays, birthdays, and gift-giving.
• Track recurring household needs proactively to avoid issues.
• Expand executive support over time to include management of investments, real estate projects, meetings, and professional communications.
• Act as a liaison with family members, attorneys, accountants, financial advisors, business managers, and the principal’s performance coach.
• Continuously seek and implement improvements for organizational systems and operational efficiency.

Qualifications

• Minimum of seven years’ experience supporting high-net-worth individuals, entrepreneurs, executives, or private principals.
• Previous roles as a Personal Assistant, Executive Personal Assistant, House Manager, or Estate Manager preferred.
• Comfortable with a role emphasizing personal assistance, errands, household organization, and hands-on house management.
• Experienced in managing luxury residences, household staff, vendors, complex travel arrangements, and private aviation.
• Highly organized, resourceful with exceptional foresight and problem-solving skills.
• Exemplary judgment, discretion, communication skills, and reliability in follow-through.
• A dedicated service-oriented attitude with strong ownership of varied tasks.
• Adaptive to a dynamic work environment with shifting daily priorities.
• Proficiency in Microsoft Office, Google Workspace, Apple products, smart home technology, and contemporary productivity software.
• Comfortable around dogs and welcoming of a pet-friendly workplace.

Additional Information

Compensation ranges from $160,000 to $190,000 annually, commensurate with experience, and includes benefits. The role is fully onsite but involves extensive mobility during the day, including errands, appointments, property visits, and meetings. While primarily in person, certain administrative tasks may be completed remotely when appropriate.