Executive Assistant / in Los Angeles, California

A private family office in Brentwood, CA is seeking a dynamic, detail-oriented Executive Personal Assistant to oversee day-to-day operations and ensure the seamless management of both business and select personal matters. The ideal candidate brings deep experience supporting senior leadership within real estate development, family office management, or a similarly hands-on, entrepreneurial environment.

This position requires a seasoned professional who thrives on organization, handles multiple priorities with ease, and leads with professionalism, warmth, and discretion. The successful candidate will have 10+ years of relevant experience as a high-level Executive Personal Assistant, a proactive mindset, and a demonstrated ability to anticipate needs before they arise.

You’ll serve as the central point of coordination for the Principals, managing operations, communications, and special projects with precision. This is a hands-on role for someone who is equally comfortable leading complex initiatives as they are managing the smaller, day-to-day details that keep both the office and household running smoothly.

Key Responsibilities

Executive Support

• Manage complex calendars, scheduling, and travel arrangements for the principal and senior team.
• Handle email management, correspondence, and document preparation with discretion and professionalism.
• Maintain organized filing and digital record-keeping systems, ensuring accuracy and accessibility across all platforms.
• Assist with project tracking and reporting, including maintaining spreadsheets, budgets, and timelines in Excel. Prepare meeting materials, gather background information, and document clear, actionable notes.
• Review and reconcile invoices and expenses, ensuring accuracy and prompt resolution of discrepancies.
• Draft, edit, and proofread professional correspondence, presentations, and reports with exceptional attention to detail.
• Conduct research and provide summaries to support business decisions and project execution.

Office Operations

• Oversee general office management, supplies, and vendor relationships.
• Support ongoing office buildout and relocation, coordinate with contractors, designers, and vendors as needed.
• Implement efficient organizational systems and tech workflows to streamline operations.

Personal Assistance

• Coordinate personal appointments, household scheduling, and travel arrangements.
• Provide occasional on-site support at the family’s residence, including troubleshooting tech issues or assisting with personal logistics.
• Handle sensitive information with the utmost confidentiality and care.

Qualifications

• 10+ years of experience as an Executive Assistant or Executive/Personal Assistant, ideally within a family office, real estate firm, or entrepreneurial environment.
• Exceptional computer and technology proficiency: Excel, Word, Outlook, DocuSign, and digital filing systems.
• Experience managing office buildouts, moves, or residential renovation projects strongly preferred.
• Impeccable attention to detail, with excellent organizational and communication skills.
• Takes initiative and proactively anticipate needs, consistently thinking one step ahead to ensure seamless operations.
• Maintain a professional demeanor and proactive attitude while operating effectively in a small, entrepreneurial environment.
• Demonstrate exceptional written and verbal communication skills

Pocketbook Agency is acting solely as a recruiting and placement firm for this position and is not the employer of record for this role unless otherwise explicitly stated. All hiring decisions, compensation, benefits, and employment terms are determined by the client employer. By applying, you acknowledge that submission of an application does not guarantee placement or employment.

Pocketbook Agency is an equal opportunity recruiting firm and does not discriminate in its recruiting, screening, or placement practices based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.