Job Description

Our High Profile Team in West LA is searching for an exceptional individual to provide administrative support to a distinguished private family office. This position is ideal for someone who is passionate about hospitality, thrives on attention to detail, and takes great pride in their work. As part of a highly dynamic, fast-paced environment, you will play a pivotal role in ensuring smooth operations across several luxury properties, helping to make every experience seamless and extraordinary.

If you’re looking for a role with a supportive and encouraging team, where your contributions will be genuinely valued and your potential will be fostered, this is the perfect opportunity for you. You will be given a seat at the table, be involved in a variety of special and high level projects, and be given the opportunity to grow professionally.

Position Summary

You will provide comprehensive administrative support to the management team in our family office. As a vital member, you will help ensure every detail is attended to with the utmost care and precision. Reporting to the Director, you will manage everything from calendar coordination to research projects, events, logistics, and handling confidential requests and information.

Key Responsibilities:

Executive Administration Support:

• Maintain and organize managers' calendars, schedules, and daily to-do lists with unparalleled attention to detail.
• Assist with purchase orders, inventory management, and the timely handling of returns.
• Work closely with vendors and ensure all supplies are ordered, tracked, and distributed with ease.
• Provide research support, prepare documents, and manage a variety of home office responsibilities.
• Handle packing, shipping, and ensuring items are delivered accurately and efficiently.
• Collect and disseminate information to the appropriate departments, ensuring smooth communication and project tracking.
• Coordinate and schedule pet care appointments.
• Complete a wide range of errands, from picking up supplies to delivering items to the properties.
• Take meeting minutes, draft reports, and assist with credit card reconciliations and expense reports.
• Oversee and coordinate staff celebrations in collaboration with the People Systems Coordinator, ensuring a warm and supportive work environment.

Hospitality Excellence:

• Ensure that requests from the principal and guests are handled swiftly and efficiently, communicating with appropriate managers and departments to guarantee satisfaction.

Collaborative Team Player:

• You will touch many different departments, be involved in various projects, and keep your team members on track.
• A great listener with an eagerness to learn, you will adapt quickly and contribute meaningfully to all aspects of the role.
• Your ability to capture and convey important information will be key to the smooth operation of both properties, and your organizational skills will help maintain clarity and efficiency across multiple projects.

Ideal Candidate:

• Detail-Oriented & Organized: You excel in managing multiple tasks and can prioritize effectively. You have an innate ability to track and maintain inventories, plan ahead, and ensure that nothing is ever overlooked.
• Hospitality Enthusiast: You have a true passion for hospitality and find joy in providing exceptional service. Your caring nature shines through as you take initiative and ensure the comfort and satisfaction of those you serve.
• Tech-Savvy: Proficiency in Excel and other organizational tools is essential. You’ll be tasked with creating and maintaining detailed spreadsheets and reports, managing data efficiently and effectively.
• Proactive and Self-Driven: You are a go-getter who thrives on taking ownership and seeing projects through to completion. You’re comfortable working independently but know when to ask for help or seek guidance.
• Excellent Communicator: You have a natural ability to listen, understand, and communicate clearly. Whether it's coordinating a team or communicating with high-level clients, you will always convey information with clarity and professionalism.

Additional Responsibilities:

• Manage the staff birthday calendar and ensure all celebrations are well-organized and memorable.
• Be ready to lend a helping hand for local errands between properties and occasionally assist with transportation needs via company vehicles.

Why This Role Is Unique:

• A supportive and collaborative work environment where your contributions will truly make a difference.
• A position that provides a chance to touch many different aspects of luxury estate management, from hospitality to executive support, and everything in between.
• A place where you can grow professionally and make a meaningful impact.

Location:

You will be based primarily in corporate office in Santa Monica

Onsite 5x a week

Salary: $75,000-$85,000 base, plus bonus and 100% paid health benefits

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