Position Overview
The Executive Assistant / Personal Assistant (EA/PA) is a highly trusted partner responsible for providing comprehensive administrative, operational, and personal support to the CEO. This role serves as a central coordination point across multiple companies (Proper, Guardian, and Livly), acting as a key liaison between the executive, internal teams, and external stakeholders.
The EA/PA ensures that both organizational priorities and personal obligations are executed efficiently, with a high degree of discretion, professionalism, and sound judgment. This individual must be comfortable managing complex workflows, prioritizing competing demands, and operating independently in a fast-paced environment.
The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to anticipate needs, streamline operations, and maintain confidentiality across both business and personal matters.
Requirements
Executive Support & Coordination
- Provide direct administrative and operational support to the CEO.
- Act as a liaison between the CEO and executive teams across Proper, Guardian, and Livly.
- Manage complex calendar scheduling, including business meetings, personal commitments, and travel.
- Coordinate corporate meetings, executive team sessions, and cross-company events.
- Prepare and manage weekly executive team recaps and communications.
- Exercise independent judgment in prioritizing tasks and resolving issues.
Communication & Information Management
- Screen and manage email communications, responding on behalf of the CEO when appropriate.
- Handle sensitive and confidential information with discretion and integrity.
- Maintain contact databases and communication systems.
- Coordinate with internal stakeholders and external partners for scheduling and follow-ups.
Travel & Logistics Management
- Manage domestic and international travel planning, including flights, accommodations, and itineraries.
- Track and manage travel credits, ensuring optimal utilization and cost efficiency.
- Maintain travel profiles, loyalty programs, and preferences.
- Coordinate conference registrations and travel-related logistics.
Financial & Administrative Operations
- Reconcile corporate and personal credit card expenses (Amex, Brex).
- Track receipts, invoices, and expense documentation for reporting and reimbursement.
- Manage corporate tools and platforms, including travel systems and communication tools.
- Support CRM management (Salesforce) and operational tracking where required.
Personal & Lifestyle Management
- Manage personal appointments, calendars, and scheduling needs.
- Coordinate personal activities, including family events, weekend planning, and reservations.
- Oversee management of personal properties (e.g., Park City house scheduling and services).
- Coordinate gifting, flowers, and personal communications (e.g., birthday messages).
Systems, Tools & Process Management
- Utilize and manage systems including Salesforce, Asana, Slack, Teams, SharePoint, and travel platforms.
- Maintain organized workflows for scheduling, communication, and expense tracking.
- Ensure adherence to company travel policies and operational procedures.
- Manage virtual communication tools and offshore support systems as needed.
Qualifications
Required Experience
- Proven experience supporting C-level executives in an EA/PA or similar role.
- Strong background in calendar management, travel coordination, and executive support.
- Experience managing both professional and personal responsibilities for senior leadership.
- Familiarity with CRM systems, project management tools, and communication platforms.
- Ability to manage multiple priorities across different organizations simultaneously.
Preferred Credentials
- Bachelor’s degree preferred.
- Experience supporting executives across multiple entities or business units.
- Familiarity with finance tracking, expense reconciliation, and operational systems.
Leadership Profile
- Highly proactive with strong problem-solving and decision-making skills.
- Exceptional organizational and time management abilities.
- Strong communication skills with the ability to interact across all levels of an organization.
- High level of discretion, integrity, and professionalism.
- Detail-oriented with the ability to anticipate needs and act independently.
What Success Looks Like
- Seamless coordination of the CEO’s professional and personal priorities.
- Efficient and optimized calendar, travel, and communication management.
- Accurate and timely handling of expenses, logistics, and operational workflows.
- Strong relationships with internal teams and external stakeholders.
- A highly organized and proactive support system that enables executive effectiveness.
Benefits
- Competitive compensation, commensurate with experience.
- Generous PTO and paid holidays.
- Opportunity to work closely with executive leadership across multiple growing companies.