Personal Assistant to CEO

Frontline Source Group Holdings, LLC dba dfwHR

Carlsbad, CA

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JOB DETAILS

SKILLS

Business Administration, Business Operations, Business Support, Calendar Management, Communication Skills, Conference Management, Construction, Detail Oriented, Driver's License, Entrepreneurship, Executive Assistant Skills , Executive Relationships, Expense Reports, Expense Tracking, Family Planning, Follow Through, High Net Worth, Interpersonal Skills, Leadership, Legal, Logistics, Microsoft Outlook, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Project/Program Management, Time Management, Vendor/Supplier Planning, Vendor/Supplier Relations, Videoconferencing

LOCATION

Carlsbad, CA

POSTED

2 days ago

Frontline Source Group is partnering with a high-growth, globally recognized organization to identify an exceptional Personal Assistant to the CEO. This is not a traditional administrative role, and it is not a corporate environment. The selected candidate will serve as a trusted right hand and true extension of a dynamic, highly accomplished entrepreneur, providing seamless support across both professional operations and personal priorities as he builds a new venture with an ambitious long-term growth roadmap.

The split is roughly 70% business and 30% personal and family support. The right person is a polished, proactive professional who brings discretion, sound judgment, high energy, and a builder's mentality to everything they do. This person will not simply take tasks off a plate. They will learn the business, absorb how the principal thinks, earn increasing authority, and help move the business forward at speed.

Key Responsibilities for the Personal Assistant role:

Professional and Business Support:
Manage complex, ever-changing calendars across multiple time zones; anticipate conflicts and protect the executive's time proactively.
Serve as a full gatekeeper and trusted point of access to the executive for internal teams and external partners.
Sit in on calls, meetings, and video conferences to stay fully informed, enabling faster communication and execution on the executive's behalf.
Coordinate meetings end-to-end, ensuring all logistics, materials, and participants are aligned in advance.
Prepare briefing materials, executive itineraries, and correspondence; ensure timely and accurate follow-through on all communications.
Track action items and follow-ups across multiple workstreams to ensure nothing falls through the cracks.
Travel selectively with the executive to business meetings and events; capture key decisions and action items and drive accountability afterward.
Support conference coordination, registrations, and preparation of executive materials including bios and headshots.
Coordinate vendors and manage projects tied to business initiatives, operations, construction, and franchising activities.
Serve as a discreet and professional liaison with legal, financial, investor, and franchise contacts.
Support the executive's philanthropic commitments, including charitable board involvement and related events and communications.
Oversee expense tracking, reporting, and general business administration.
Personal and Family Support:
Coordinate household operations including vendor relationships, scheduling, and service providers.
Manage personal requests, errands, and day-to-day logistics with efficiency and care.
Plan and execute family travel and experiences with thorough itineraries and seamless logistics.
Support family scheduling and planning, including recurring family planning sessions, school and activity logistics, and milestone events such as college visits.
Anticipate personal and family needs proactively, staying steps ahead to reduce friction and keep daily life running smoothly.
Build warm, genuine relationships with the executive's family; interpersonal fit with the family is essential to success in this role.
Uphold the highest standard of discretion and confidentiality across all personal, family, and financial matters.

Team Collaboration:
Collaborate closely with executive support team members to divide responsibilities and ensure seamless execution.
Participate in daily check-ins and maintain clear, consistent communication across team workflows.
Take full ownership of assigned tasks while sustaining visibility across the broader support structure.

Candidate Profile:

Required Experience:
5-10+ years in a dedicated EA, PA, or Chief of Staff capacity supporting a senior executive, founder, or high-net-worth individual.
Proven ability to manage both professional and personal responsibilities with sound judgment and unwavering discretion.
Demonstrated experience operating with a high level of trust and access, including sensitive financial and family matters.
Experience in luxury hospitality, family office, private service, or entrepreneurial environments strongly preferred.

Core Competencies:
Exceptional organizational skills and meticulous attention to detail.
Polished written and verbal communication across all channels including text, email, and executive correspondence.
Highly responsive communication style; calls and emails are handled same-day, and urgency is treated as the norm rather than the exception.
Ability to manage competing priorities under pressure with composure and professionalism.
Tech-savvy and resourceful; proficient in Outlook and modern productivity tools with a quick adoption curve.
Proactive and solutions-oriented; anticipates needs and acts without waiting for direction.
Positive, high-energy presence; a genuine champion for the executive, the family, and the success of the business.
Professional presence and interpersonal warmth that builds trust quickly with the principal and family.

Work Style and Expectations:
Comfortable in a fast-moving entrepreneurial environment where priorities shift and the playbook is being written in real time; this is a build, not a maintain.
High availability with flexibility outside standard hours; the executive respects boundaries and does not abuse access, but responsiveness is essential.
Time is split between the office and the executive's residence, with consistent in-person presence expected.
Based in North San Diego County; valid driver's license and clean background required.
Comprehensive NDA and background and reference checks required.
Finalists can expect to meet members of the executive's family as part of the process.

Why This Opportunity:
Direct exposure to senior leadership within a high-growth, globally recognized organization.
Opportunity to build a long-term, high-impact partnership with a growth-oriented principal who extends full trust from day one.
A true seat at the table: in the room for the calls, the deals, and the decisions.
Meaningful variety, autonomy, and the satisfaction of directly enabling both professional success and family well-being.
Collaborative team culture with strong support structure.

Benefits:
Competitive base salary with performance-based bonus.
Comprehensive medical benefits package.
Market-leading compensation for top talent in this specialized hybrid space; specifics discussed with qualified candidates.

About the Company

Frontline Source Group Holdings, LLC dba dfwHR

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