Job Description

A private client in Half Moon Bay, CA is seeking a highly experienced and proactive full-time Administrative Personal Assistant to support the principal across a mix of administrative and personal duties. This is an onsite, Monday–Friday roughly 9:00 AM–5:00 PM role based out of the principal’s private residence, with occasional travel and coordination across multiple properties. There is flexibility for the candidate to work out of the San Carlos office as long as they are also available and able to be onsite in Half Moon Bay as needed. The Assistant will provide strong support to both principals, with a particular focus on supporting Mr. The ideal candidate is grounded, structured, warm, and highly professional—someone who can seamlessly navigate between independent problem-solving and collaborative teamwork in a discreet, fast-moving household. The role requires excellent acumen when it comes to online capabilities, including integration with AI tools like ChatGPT, fluency in direct messaging systems, and cross-platform calendar coordination. A seasoned Executive Personal Assistant would excel in this position, as duties also include booking international and domestic travel, vehicle maintenance, Airbnb accommodations, and other logistical support.

Job responsibilities include, but are not limited to:

• Provide direct administrative and personal support to the principal
• Heavy calendar management, scheduling, appointment coordination, and meeting logistics
• Plan and coordinate all travel logistics (domestic and international) create detailed itineraries, and family-related activities
• Actively assist with booking vehicle transport, reservations, and short-term rentals such as Airbnb
• Manage all communications, emails, and messaging platforms
• Implement and maintain systems to streamline personal and business workflows, including leveraging digital tools and automation
• Conduct independent research and execute requests with minimal oversight
• Interface with the Estate Manager and household staff as needed
• Provide administrative support across the family’s broader property portfolio
• Handle sensitive information with discretion and professionalism
• Offer support in a flexible and anticipatory manner to ensure seamless day-to-day operations
• Vehicle maintenance including coordinating detailing and keeping insurance and registration current
• Additional Administrative Personal Assistant tasks as needed and requested

 

Requirements:

• Fluent in English with exceptional written, verbal, phone, and email communication skills
• Bachelor’s degree preferred (not required), with 5+ years of experience in a similar role supporting a private household, individual, or family office
• Demonstrates discretion, integrity, high emotional intelligence, and sound judgment
• Poised, professional, and grounded, with a no-task-too-small mindset and hands-on, proactive approach
• Highly organized, detail-oriented, resourceful, and able to follow direction well while also working independently
• Collaborative team player with a strong work ethic and willingness to go above and beyond
• Tech-savvy with proficiency in Google Suite, Microsoft Office (PC and Mac), and project management tools like Asana
• Skilled with communication and scheduling platforms (e.g., WhatsApp, Telegram, Google Calendar), and comfortable integrating AI tools like ChatGPT into daily workflow
• Strong research and booking capabilities across domestic/international travel, car services, accommodations (e.g., Airbnb), and concierge-style planning
• Comfortable with shifting priorities in both business and household contexts
• Valid U.S. driver’s license with a clean record; passport in hand or ability to obtain one
• Willingness to travel (up to one week at a time) and work occasional evenings/weekends as needed
• Legally authorized to work in the U.S. without sponsorship or restrictions

Salary: $110,000–$150,000 /year, All salary offers are Depending On Experience, References, and the results of Federal Background Report

Benefits: 100% medical, dental, and vision coverage for the individual 80% coverage for dependents, 401(k) employer match, 15 PTO days per year, with potential to increase to 23, 10 paid holidays annually, 10–20% potential discretionary, performance-based annual bonus

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