Personal & Executive Assistant

About the Role

Our client is a fast-growing home renovation company specializing in kitchen and bathroom remodeling across Southern California. They are hiring a Personal and Executive Assistant to provide dedicated support to the company's executive leadership - keeping schedules organized, communications flowing, and day-to-day operations running smoothly.

This is a trust-based, relationship-centered role. You will work closely with the executive on both professional and personal tasks, anticipate needs before they are voiced, and handle sensitive matters with complete discretion. The right person is warm, highly organized, quick to act, and comfortable wearing many hats on any given day.

What You Will Do

Calendar and Scheduling

• Own and manage the executive's calendar across professional and personal commitments
• Schedule and coordinate meetings, appointments, calls, and follow-ups
• Set reminders and proactively flag upcoming deadlines, conflicts, or preparation needs
• Coordinate scheduling for household or family-related appointments as needed

Communication Management

• Screen and manage incoming messages across email, text, and phone
• Draft, send, and follow up on correspondence on behalf of the executive
• Handle phone calls professionally and relay accurate, timely summaries
• Follow up on outstanding items persistently and without being prompted

Meetings and Documentation

• Sit in on meetings as directed and produce accurate, organized minutes of meetings (MOMs)
• Track action items, owners, and deadlines coming out of each meeting
• Distribute meeting notes and follow up on open items to ensure nothing is missed
• Prepare agendas, briefing notes, and background materials ahead of key meetings

Data Management and Reporting

• Manage and maintain Excel spreadsheets, trackers, and data files
• Summarize and organize data into clear, readable formats for leadership review
• Prepare reports and supporting materials from existing data sources
• Maintain organized digital filing systems for easy retrieval

Personal Support

• Assist with personal scheduling, reservations, and household logistics as needed
• Support the executive's spouse with scheduling, communication, or coordination tasks when required
• Handle personal errands and research requests with the same professionalism as business tasks

General Executive Support

• Sign off on documents or submissions as directed by the executive
• Research vendors, services, or information and present clear recommendations
• Anticipate needs and take initiative without waiting to be told
• Maintain strict confidentiality across all personal and business matters

What This Role Requires

Experience

• Proven experience managing a high-volume, complex calendar across multiple stakeholders
• Strong Microsoft Excel skills - comfortable with data organization, basic formulas, and summary reporting
• Experience taking and distributing accurate meeting minutes
• Background supporting executives in construction, renovation, real estate, or a closely related industry is a plus

Skills and Attributes

• Highly organized and proactive. You stay three steps ahead and handle things before they become problems.
• Excellent written and verbal English. You communicate clearly and professionally on behalf of the executive in every channel.
• Discreet and trustworthy. You handle sensitive personal and business information with complete confidentiality.
• Warm and personable. You interact with the executive's family, team, and external contacts in a way that reflects well on the household and the business.
• Adaptable and calm under pressure. Priorities shift - you adjust without losing your footing.
• Detail oriented. You catch errors, follow through on every task, and never let things fall through the cracks.

Tools

• Microsoft Excel and the broader Microsoft 365 suite (Outlook, Word, Teams) (Pivot, Vlookup, Xlookup)
• Calendar and scheduling tools (Google Calendar, Outlook Calendar, or equivalent)
• Communication platforms as used by the executive team
• Reliable high-speed internet and a professional, dedicated remote workspace

Work Details

• Schedule: Full-time, Monday through Friday
• Location: Fully remote
• Reporting: Direct support to the executive; may also assist executive's spouse
• Confidentiality: High - this role handles sensitive personal and business information

Who Will Thrive Here

This role is a strong fit for someone who genuinely enjoys supporting high-performing people and takes pride in making their lives run more smoothly. You are not waiting to be told what to do next - you have already identified it. You communicate with warmth and professionalism, you follow through on everything you take on, and you understand that the best executive assistants make it look effortless, even when it is not.

Requirements

This is a full time role

Up to $6/hr