Job Description – Personal Assistant / Family Office Coordinator
Location: Los Angeles Pasadena Area (Travel Required)
SUMMARY
We are seeking a highly organized, proactive, and resourceful Personal Assistant to support multiple family households, personal affairs, property-related matters, travel, budgeting, and administrative responsibilities. The ideal candidate will serve as a trusted partner by managing schedules, coordinating travel, overseeing household operations, assisting with budgeting and financial organization, monitoring property-related matters, and ensuring the smooth execution of day-to-day responsibilities.
This role supports family, household, administrative, travel, financial, and light property-related responsibilities across multiple locations in Los Angeles County. The ideal candidate thrives in a fast-paced environment, maintains strict confidentiality, anticipates needs before they arise, and can effectively manage multiple priorities simultaneously.
ESSENTIAL DUTIES & RESPONSIBILITIES
Administrative & Personal Support
- Manage complex family calendars, appointments, meetings, and activities.
- Coordinate household operations, including vendors, maintenance providers, service appointments, and administrative tasks.
- Manage personal errands and special requests.
- Support email management and assist in preparing, editing, and organizing correspondence, letters, and documents.
- Maintain records, files, reports, receipts, and important household documentation.
- Coordinate transportation logistics and provide driving assistance when necessary.
- Track and assist with household expenses, bill payments, and general administrative organization.
- Assist with gift purchasing, shopping, personal projects, and special occasions.
- Provide support with research projects, scheduling, and miscellaneous family requests.
- Ensure smooth communication and coordination among family members and service providers.
- Maintain strict confidentiality and discretion at all times.
- Assist with special projects and other duties as assigned.
Travel & Event Coordination
- Coordinate domestic and international travel arrangements, including flights, hotels, transportation, reservations, and itineraries.
- Prepare detailed travel schedules and support logistics before, during, and after travel.
- Assist with event planning, family gatherings, celebrations, and special occasions.
- Coordinate reservations for dining, entertainment, and recreational activities.
Household Management
- Oversee household vendors and service providers.
- Schedule and coordinate maintenance, repairs, deliveries, and home projects.
- Organize grocery shopping, household inventory, and meal planning support as requested.
- Help maintain organization and efficiency across multiple households.
- Serve as a point of contact for household-related matters and ongoing projects.
Financial & QuickBooks Support
- Maintain accurate financial records and expense documentation.
- Enter and categorize expenses within QuickBooks.
- Review invoices, receipts, and vendor payments for accuracy and organization.
- Assist with tracking household budgets and expenses across multiple households and projects.
- Generate basic financial reports and budget summaries.
- Monitor budgets and provide regular updates regarding spending and upcoming expenses.
- Assist with accounts payable coordination and invoice management.
- Work closely with family members, accountants, and bookkeepers to ensure accurate financial reporting.
Property Oversight & Coordination
- Assist with basic oversight of residential and investment properties.
- Serve as a point of contact between ownership and property management companies when needed.
- Help track maintenance projects, repairs, and vendor activities.
- Review property updates and reports and escalate issues requiring attention.
- Coordinate with contractors, service providers, and property managers to ensure projects and maintenance requests are completed.
- Maintain organized records related to properties, vendors, and service agreements.
- Assist with scheduling property inspections, meetings, and site visits as needed.
- Support ownership with property-related administrative tasks and special projects.
Technology & Organizational Support
- Maintain and manage digital calendars, contacts, reminders, and scheduling systems.
- Utilize Google Workspace, Microsoft Office Suite, Apple products, QuickBooks, and various scheduling platforms.
- Assist with document organization, digital filing systems, expense tracking, and household records.
- Leverage technology to improve organization, efficiency, and communication.
MINIMUM QUALIFICATIONS
- 3 or more years of experience as a Personal Assistant, Executive Assistant, Family Assistant, Family Office Assistant, or similar role.
- Excellent written and verbal communication skills.
- Strong organizational skills with the ability to manage multiple priorities simultaneously.
- Experience supporting executives, entrepreneurs, professionals, or high-net-worth families preferred.
- Proficiency with Microsoft Office Suite, Google Workspace, QuickBooks, and calendar management tools.
- Experience managing household budgets, expense tracking, and financial reporting preferred.
- Strong understanding of bookkeeping principles and financial organization.
- Comfortable reviewing budgets, invoices, expense reports, and vendor payments.
- Strong problem-solving skills and ability to work independently.
- High level of professionalism, discretion, and confidentiality.
- Reliable, trustworthy, and adaptable.
- Ability to anticipate needs and proactively solve problems.
- Experience working with property management companies, real estate, hospitality, or residential operations is a plus.
- Must possess a valid driver's license and reliable transportation.
- Candidate must reside within a reasonable commuting distance of Los Angeles County.
- Bilingual (Spanish preferred but not required).
- Must be willing and able to travel as needed.
WORK LOCATION & SCHEDULE EXPECTATIONS
- Two days per week in the Downtown Los Angeles office.
- One day per week at the family residence in Pasadena (typically Sunday).
- One day per week at the Hermosa Beach office.
- One day per week remote while remaining available and responsive for ongoing tasks and requests.
VEHICLE & TRANSPORTATION REQUIREMENTS
- Must possess a valid driver's license and reliable personal vehicle.
- Must be comfortable driving between various work locations, properties, appointments, and meetings as needed.
- Mileage reimbursement will be provided for approved business-related travel using the employee's personal vehicle.
COMPENSATION
- Competitive compensation based on experience.
- Health insurance benefits available.
- Mileage reimbursement for approved business-related use of personal vehicle.
- Additional benefits and compensation details will be discussed during the interview process.
Pay: $25.00 - $35.00 per hour
Work Location: In person
