Job Description

Personal Assistant

The Personal Assistant will provide high-level support to the Owner, blending business and other responsibilities. This role requires discretion, confidentiality, and the ability to proactively manage tasks with minimal direction. This individual should be tech-savvy, organized, and capable of managing multiple priorities, including personal and business communications, calendar management, and financial tracking.

Responsibilities

1. Manage complex executive and family calendars, including PTO and personal appointments.
2. Manage and prioritize phone calls, emails, and all correspondence on behalf of the Owner, flagging key items.
3. Draft and respond to communications, ensuring timely and professional follow-up
4. Support invoicing, billing, and variance monitoring in other business operations.
5. Maintain records, track expenses, and reconcile financial variances
6. Assist with personal tasks such as charitable contributions, purchases, event planning, and ticketing
7. Take initiative to identify problems, propose solutions, and escalate issues when necessary.
8. Coordinate domestic and international travel arrangements, including detailed itineraries and logistics for the Owner and family.
9. Maintain high confidentiality, particularly regarding family office matters
10. Collaborate with the family office and business teams to provide seamless administrative and personal support
11. Provide ad-hoc support on projects, special events, and personal/family priorities
12. Manage and coordinate the Owner's complex daily calendar, including meetings, appointments, and events.
13. Serve as the primary point of contact between the Owner, clients, executives, and internal teams.
14. Prepare reports, presentations, and maintain internal systems and databases (including password management tools such as LastPass)
15. Facilitate communication by organizing meetings, distributing materials, and scheduling presentations.
16. Anticipate needs, identify priorities, and proactively resolve issues.
17. Support special projects and additional initiatives as assigned.
18. Schedule and manage personal appointments for the Owner and family members
19. Oversee personal financial administration, including bill payments and account setup.
20. Manage event planning, ticketing, and experiences (purchasing, tracking, transfers, and logistics)
21. Provide day-to-day personal support, ensuring the Owner's schedule and lifestyle run efficiently
22. Handle sensitive personal matters with the highest level of confidentiality and discretion

Qualifications

• Bachelor's degree preferred
• Minimum of five (5) years of experience supporting senior executives, preferably at the C-Suite or Owner level
• Proven ability to operate in a high-demand, fast-paced environment with flexibility to work extended hours, including evenings and weekends as needed
• Strong financial literacy (experience with invoicing, billing, and budget reconciliation).
• Exceptional communication skills across all channels (phone, email, text, and in-person)
• Demonstrated ability to handle confidential information with discretion and professionalism
• Highly tech-savvy and able to quickly learn new platforms
• Strong attention to detail with the ability to prioritize, multitask, and meet deadlines
• Polished, professional demeanor and strong interpersonal skills
• Proficiency with Microsoft Office, cloud-based systems, and executive support tools
• Experience with platforms such as LastPass, BILL, ticketing systems, and Apple devices (iPhone, iPad) preferred
• Experience coordinating private or executive-level travel is a plus
• Notary Public certification preferred
• Up to 35% travel is required.
• Long-term commitment preferred

We are excited to share that the base salary range for this position is $73,769.28 - $95,000.00. This position is also eligible for an annual discretionary bonus, targeted at 3%. NFI takes into consideration applicants' qualifications, experience, education, and geographic location when determining a starting rate of pay.

Employees are also eligible for a robust benefit program, which includes Medical, Dental, Vision, Prescription Drug Coverage, 401k Plan, Wellness Program, Life Insurance, Paid Time Off, and Paid Parental Leave, among other benefit plan options.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

LA County Applicants: The Company will consider qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local laws.

Profit CenterPC-9190

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