Job Description

Position Details: We are looking for a highly capable, self-motivated, and detail-oriented Office Administrator & Executive Personal Assistant to the CEO who ensures seamless operations at our Irvine HQ and the CEO’s personal residence. This hybrid role requires a strong systems thinker, who can independently solve problems, learn quickly, and take initiative. The ideal candidate brings emotional intelligence, accountability, and a proactive approach to both administrative and personal assistant duties.

What You'll Do:

Office Administration & Workplace Support

• Own the front-of-house experience and ensure a polished, welcoming environment.
• Manage supply inventory, vendor coordination, facility upkeep, and meeting room logistics.
• Assist in new hire welcome processes and company event coordination.
• Maintain tidy, organized workspaces and reinforce operational policies.

Executive & Administrative Support

• Manage a dynamic calendar, coordinate travel, and handle confidential projects.
• Run point on meal coordination, small errands, and miscellaneous requests during in-office hours.
• Act as a reliable gatekeeper and buffer for scheduling conflicts and communications.
• Track expenses, manage account details (e.g., toll road, subscriptions), and reconcile reports.

Personal Support (Residence & Errands)

• Coordinate residential service providers and ensure upkeep of key household spaces.
• Handle recurring errands: grocery shopping, dry cleaning, local pickups/drop-offs.
• Maintain a running schedule of appointments, services, and home-based tasks.
• Support the planning of small private events and seasonal gatherings (1–2 per year).

Special Projects

• Take on one-off assignments with full ownership and attention to detail.
• Execute on tasks ranging from vendor research to gift purchasing and logistics management.
• Deliver timely, polished results with minimal follow-up.

What You Bring:

• 2+ years of experience supporting senior-level executives in a hybrid personal/professional role.
• Proven ability to grasp technical tools and systems quickly and operate them with confidence (i.e. Slack, Teams, Google Workspace, Microsoft Office, etc.).
• High level of personal accountability, follow-through, and self-direction.
• Strong critical thinking and problem-solving skills, you don't just flag problems, you solve them.
• Exceptional discretion, maturity, and professional judgment.
• Friendly and clear communication style, both verbal and written.
• A valid driver’s license and reliable vehicle for errands and off-site support.

Why This Role Is Unique:

You won’t just support an executive, you’ll become a key part of how their life runs. You’ll need to be sharp, responsive, emotionally intelligent, and systems-savvy. In return, you’ll be trusted with meaningful responsibilities, encouraged to lead processes, and work in a dynamic environment that rewards excellence.

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