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Office Admin & Executive Personal Assistant

Office Admin & Executive Personal Assistant

ConfidentialOrange County, California, United States
30+ days ago
Job type
  • Full-time
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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