Executive/Personal Assistant – Montecito, CA

Executive/Personal Assistant to C Level Exec in Wealth Management
Montecito, CA
Monday to Friday 9am – 6pm with flex as needed (however this is a very well rounded person and doesn’t usually need 24/7)
Benefits (will be confirmed) plus 2 weeks paid vacation ( more as you get settled in job and prove your work ethic).
70K- 100K DOE and salary history.
BA preferred.
A lovely family that is moving here from London to Montecito with one child and another on the way, seeks a experienced and bright EA to asset in the office.
The company focuses on wealth management and strategy. Due to the level of clients DISCRETION and composure at all times is a MUST.
Seeking someone with 5 plus years of experience in C level assisting.
Will have outstanding experience in complex schedules, travel arrangements and will be amenable to 20% of the role being personal assistant based.
Will assist in travel for family , planning events, research and as siting with their move.
In this role one must be excellent in their communication style, detailed an organized, will know ALL Microsoft Office,

This candidate must enjoy working within a small, very dynamic and highly entrepreneurial environment that is mission-driven, results-driven and family focused.

The ideal candidate must possess the following characteristics and abilities:

Very high levels of IQ and EQ (both emotional maturity and intelligence are key)

A high degree of common sense and a practical approach to work is important

A can-do, self-starting attitude is absolutely essential, as is an enthusiastic outlook on life – being always willing to go the extra mile is incredibly important.

Sound marketing skills – to support the CEO in managing a sophisticated and complex new client pipeline

Attention to detail; the role includes preparing reports and other client-facing

documentation to support the CEO, all of which requires meticulous, detail-oriented focus

Ability to be diplomatic and tactful, as our client base are prominent, global billionaire families

Highly proactive; happy to work with minimal supervision

The ability to exercise sound commercial judgement, being required to keep solid

financial and administrative records for the business, and to tightly manage costs

Excellent administrative and organisational skills

The ability to multi-task and methodically prioritise

The ability to work independently on projects from conception to completion under pressure

Perhaps most importantly, the ability to handle a variety of activities and confidential matters with the upmost discretion

Initial Set up:

To assist the set up of the U.S Oxford Place office in Santa Barbara

Liaising with Mr’s London assistant to ensure you have a good understanding of his needs and how he can be best supported.

Sales and Marketing:

Right hand to the CEO in preparing reports and client communications

Managing the scheduling and project planning all current client relationships

Managing all prospective client and introducer relationships.

Assisting the CEO in all correspondence / sending out emails / letters and marketing materials.

Keeping the Dashboard (client prospect list) up to date – ensuring all follow-up action is executed appropriately and in a timely manner.

Administration:

Maintaining the calendar and events diary.

Ensuring the Oxford Place “house style” is adhered to in all communications.

Booking all travel and accommodation in a cost-efficient, time-efficient manner.

Photocopying, scanning, formatting and filing of documents.

Dealing with external suppliers, orders and everyday queries.

Ensuring office records are kept up to date with an efficient filing system.

Events and Meetings:

Assisting in organizing and delivering events. e.g. – venue bookings, confirming attendance, catering and travel arrangements.

Booking restaurants and tickets for events.

Supporting the preparation and production of presentations for meetings.

Ensuring meeting rooms are prepared and serving tea and coffee to clients at the meetings as required.

Reception:

Reception duties, greeting visitors, answering phone calls and responding to all enquiries (where meetings occur in Santa Barbara).

Receiving deliveries, arranging for parcel and courier deliveries to ensure secure and timely deliveries.

Facilities Management:

Managing the overall running of the premise and facilities onsite.

Liaising with phone/broadband supplier when issues arise.

Liaising with I.T and internet providers – managing issues as and when they arise.

Sourcing and ordering stationary, office supplies and equipment.

To assist the Family as they relocate from London to Santa Barbara.

Liaising with the Family’s London-based assistant to ensure the home move is set up efficiently and in a cost effective manner.

Principally reporting to and working closely with Mrs. (primary client) and Mr.as needed.

Booking all family travel / managing changes to bookings

Keeping the Family Manual up to date.

Liaising on household issues

Ensuring rental property has certificates/landlord insurance/appliances cover (as
initial home will be rented)

Setting up/renewing insurance policies i.e. health / home / travel / life insurance &
ensuring we get best premiums

Looking after cars: ensuring Vehicle Tax and all appropriate legal documentation
is up to date / arranging repairs / renewing car insurance.