Part time Executive Assistant

Location: Rancho Santa Fe

Schedule: 12–15 hours per week

Compensation: Hourly, based on experience

Reports Directly To: CEO

About the Role

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support a busy CEO across both professional and personal operations. This role requires someone who can anticipate needs, manage competing priorities, communicate professionally, and operate with a high level of discretion and efficiency.

The ideal candidate is resourceful, responsive, tech-savvy, and comfortable working in a fast-paced environment with frequent communication and check-ins throughout the week.

Key ResponsibilitiesExecutive & Administrative Support

• Manage and prioritize incoming emails and communications
• Assist with calendar management and meeting scheduling
• Coordinate and organize appointments, calls, and follow-ups

Financial & Operational Assistance

• Assist with personal and business financial organization
• Track expenses, invoices, and payments
• Coordinate with vendors, contractors, and service providers
• Help maintain organized digital files and records

Household & Personal Assistance

• Coordinate household vendors, maintenance appointments, and service scheduling
• Assist with errands, logistics, and ongoing household projects
• Research and provide recommendations for services, reservations, and purchases

Travel Planning & Coordination

• Arrange domestic and international travel
• Book airfare, hotels, transportation, and dining reservations
• Create organized travel itineraries and provide destination recommendations
• Coordinate travel logistics and last-minute changes as needed

Qualifications

• Previous experience as an Executive Assistant, Personal Assistant, or Administrative Coordinator preferred
• Exceptional organizational and communication skills
• Strong attention to detail and ability to multitask
• Professional, trustworthy, and highly discreet
• Proficiency with Microsoft Outlook, Excel, Word, and other standard business software
• Comfortable managing calendars, spreadsheets, email correspondence, and digital filing systems
• Ability to work independently and problem-solve efficiently
• Flexible availability for ongoing communication throughout the week

Compensation

• Hourly pay, dependent on experience and qualifications
• Flexible schedule with opportunity for long-term growth and increased responsibilities