Job Description

We are seeking an Executive/Personal Assistant to support a lovely couple in the entertainment industry. The ideal candidate will assist with both professional and domestic needs, ensuring seamless day-to-day operations across multiple homes, travel schedules, and professional commitments. This role requires high flexibility, excellent communication, strong organizational skills, and the ability to coordinate across a wide network of household staff/vendors, childcare providers, and professional teams. The goal is to maintain a smooth, efficient lifestyle for the couple across all environments.

Responsibilities

Professional, Lifestyle, Household & Administrative Support

• Manage and coordinate all aspects of household operations across multiple homes.
• Oversee scheduling for the couple, ensuring accuracy, clarity, and efficiency.
• Coordinate with household employees (housekeepers, house managers, landscapers, vendors, contractors, etc.).
• Maintain organized digital filing systems, including photos, videos, documents, and archives.
• Create documents, spreadsheets, and organizational materials as needed.
• Ensure professional, timely communication and confirm receipt of information with all parties.
• Weekly open items updates.

Childcare & Family Coordination

• Coordinate childcare schedules and communication with nannies.
• Arrange travel and logistics for the family, nannies, and pets.

Travel Management

• Coordinate all travel logistics, including flights, accommodations, ground transportation, itineraries, and on-the-ground support.
• Be available during the couple’s travel hours for needs or adjustments.
• Travel on behalf of the couple as required, including advance travel to prepare environments during relocations or extended stays.

Production & Professional Support

• Interface with agents, business management firm, attorneys, production teams, and other professional representatives.
• Understand film production schedules, call times, and calendar requirements.
• Ensure all production-related scheduling is accurate and optimized.
• Be willing and available to travel for film production for the duration required by the couple.

Calendar & Communication Management

• Maintain joint calendars with thorough, thoughtfully crafted event details (names, company, address, suite numbers, parking details, etc.).
• Provide the couple with the next day’s calendar each evening (after 5 PM) and a morning reminder before 9 AM. Time zone is dependent on client’s location.
• Organize and streamline communication across the couple’s personal and professional networks.

Work Hours & Availability

• This role is not a traditional 9–5 position; flexibility is essential.
• When the couple is on the West Coast, assistant works primarily PST hours (approx. 9–5 with flexibility).
• When the couple is on the East Coast, assistant works primarily EST hours (approx. 9–5 with flexibility).
• While travel or events may require irregular hours, the couple generally aligns to a structured schedule.

Qualifications

• Highly organized, detail-oriented, proactive, and able to anticipate needs.
• Tech-savvy: strong computer skills, digital filing, backups, organization systems.
• Strong written and verbal communication skills; professional tone at all times.
• Experience coordinating complex schedules across multiple time zones.
• Experience managing or collaborating with household staff.
• Familiarity with film production and production schedules (preferred).
• Ability to remain flexible as the couple’s needs evolve.
• Discretion, confidentiality, and professionalism are essential.

Location: Pasadena, CA.

Compensation and benefits: Up to $120K DOE, medical stipend, 401(k), and PTO.

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