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The Office Manager & Executive Assistant role is responsible for keeping our office running seamlessly while providing high-level administrative support to leadership. Provide executive support to senior leadership, including meeting scheduling, correspondence, international and domestic travel coordination, and presentation and report preparation.

HOUR

<h3>Position Summary</h3>The Office Manager & Executive Assistant role is responsible for keeping our office running seamlessly while providing high-level administrative support to leadership.<h3>Key Responsibilities</h3>Office Maintenance & Facilities<ul><li>Manage the day-to-day office operations by ensuring a clean, organized and welcoming environment that reflects our brand's identify.</li><li>Manage vendor relationships including facilities, supplies, IT services and building management.</li><li>Oversee procurement and inventory of office supplies, equipment, and consumables.</li><li>Coordinate office maintenance, repairs, workspace set up and improvement projects.</li><li>Plan and execute internal events and team celebrations coordinating with vendors and caterers.</li><li>Support new hire onboarding logistics including equipment, orientations, and workspace setup.</li><li>Manage incoming and outgoing mail, packages and other services.</li><li>Manage the office budget, including tracking expenditures and identifying cost saving opportunities.</li></ul>Executive & Administrative Support<ul><li>Provide executive support to senior leadership, including meeting scheduling, correspondence, international and domestic travel coordination, and presentation and report preparation.</li><li>Assist in recruiting initiatives by posting job descriptions, reviewing candidates, and conducting screening interviews with shortlisted candidates.</li><li>Lead administrative onboarding and offboarding processes for employees including</li><li>Assist in benefits administration and enrolling and terminating eligible employees.</li><li>Prepare materials, agendas and presentations ahead of key meetings.</li><li>Manage confidential matters including personnel, legal and financial information with full discretion.</li></ul><h3>Qualifications</h3><ul><li>Bachelor's degree required</li><li>5+ years of progressive experience in office management, executive assistant or a similar administrative role.</li><li>Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).</li><li>Demonstrated ability to manage multiple priorities in a fast-paced environment with exceptional organizational skills and follow-through.</li><li>High attention to detail and a natural problem-solving mindset.</li><li>Strong interpersonal skills with a professional, positive and proactive approach.</li><li>Previous experience in office management, human resources, event coordination or business administration preferred.</li></ul><h3>Who You Are</h3><ul><li>Initiative & Ownership — Proactively identifies needs and takes action without being asked.</li><li>High Standards for Order & Cleanliness – Takes pride in a tidy, well organized workspace.</li><li>Bias for Action – Thrives in a fast-paced environment, prioritizes effectively and consistently delivers ahead of schedule.</li><li>Attention to Detail — Consistently produces accurate, high-quality work.</li><li>Discretion & Confidentiality — Handles sensitive information with professionalism.</li><li>Collaboration — Works effectively across teams and with all levels of staff.</li><li>Empathy — Deeply attuned to employee needs and committed to inclusive experiences.</li></ul>This role will be required in person five days per week on a part-time schedule of 5 hours per day starting at 9:00 AM. The hourly rate for this position will be $35.00 - 40.00/ hour depending on experience. This position is not eligible for benefits.

Toad&Co

Office Manager & Executive Assistant

Administrative Skills

Budget Management

Business Administration

Candidate Screening

Compensation and Benefits

Cost Control

Detail Oriented

Employee Terminations

Establish Priorities

Event Management

Executive Assistant Skills 

Expense Tracking

Facilities and Maintenance

Follow Through

Human Resources

IT Service Management (ITSM)

Interpersonal Skills

Interviewing Skills

Job Requisition Posting

Leadership

Legal

Logistics

Mail Processing

Maintenance Services

Microsoft Excel

Microsoft Office

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Multitasking

Needs Assessment

Office Equipment

Office Management

Onboarding

Organizational Skills

Presentation/Verbal Skills

Problem Solving Skills

Property Management

Purchasing/Procurement

Staff Requirements

Supplier Relationship Management (SRM)

Time Management

Travel Planning

Vendor/Supplier Relations

Willing to Travel

Manatal

FULL_TIME

YEAR

Essential Details of the Role and Experience Needed: Minimum 7 years of direct, sustained experience supporting UHNWIs in a combined household and executive capacity, with at least 4 to 5 of those years dedicated to a single principal or family; longevity and depth of relationship are essential. Operate with the highest level of discretion at all times, in person, in writing, and in all communicationsHousehold Operations:Oversee all aspects of day-to-day household operations, including staff, vendors, and contractors.

This is a deeply critical role. At its core, it is about being the most trusted person in someone’s daily life, the individual who holds the details, smooths the path, and makes space for the principal to live and lead with clarity and ease. Executive support is part of the picture, but the human element comes first.If you light up at the challenge of anticipating needs, take pride in seamless execution, and have a proven record of maintaining a fast pace, at a high level with a warm presence, we want to hear from you!   The Person We’re Looking For:This is an opportunity for someone who has built their career around being indispensable to the people they serve, not as a title, but as a way of working. You are not building a résumé. You have found your calling, and it shows in the depth and duration of your relationships.You are a confident self-starter with brilliant communication skills. You are genuinely interested in the life and well-being of the individuals you support. You understand their rhythms, preferences, and priorities better than anyone else, while maintaining clear and respectful boundaries that make them feel safe.With unimpeachable discretion, the right fit has spent years working in private homes and alongside the principal's professional life. You know how the industry works, and you feel at home in it.Because this role requires an extraordinary level of trust and compatibility, our selection process will include multiple stages: an initial screening conversation, skills and competency assessments, in-depth interviews with our team, and project-based evaluations. For the right person, this process will feel like a worthy beginning to what we hope will be a long and deeply rewarding professional relationship. The Role:Personal Assistance:<ul><li style="list-style-type:disc">Travel with the principals domestically and internationally, present, prepared, and always one step ahead</li><li style="list-style-type:disc">Pack and unpack for all trips with precision, ensuring nothing is overlooked and every preference is met</li><li style="list-style-type:disc">Oversee personal errands and delegate appropriately to supporting staff or house runners</li><li style="list-style-type:disc">Gift purchasing, event planning, and coordination of personal gatherings from concept through execution</li><li style="list-style-type:disc">Manage pet care logistics as applicable</li><li style="list-style-type:disc">Provide a consistently warm, composed, and emotionally intelligent presence, reading the room, supporting the mood, and knowing when to step in and when to step back</li><li style="list-style-type:disc">Operate with the highest level of discretion at all times, in person, in writing, and in all communications<ul><li style="list-style-type:circle">Household Operations:<ul><li style="list-style-type:square">Oversee all aspects of day-to-day household operations, including staff, vendors, and contractors</li><li style="list-style-type:square">Manage household systems: maintenance schedules, security protocols, home automation, and preventative care</li><li style="list-style-type:square">Oversee grocery, supply, and specialty item procurement with deep attention to preferences and standards</li><li style="list-style-type:square">Coordinate and supervise home renovation or improvement projects for multiple properties, as needed</li></ul></li></ul></li></ul>Executive Assistance:<ul><li style="list-style-type:disc">Manage all calendar appointments, travel arrangements, and reservations with meticulous attention to detail</li><li style="list-style-type:disc">Coordinate with business team members, external partners, and senior contacts</li><li style="list-style-type:disc">Support project management for ongoing initiatives and ensure critical deadlines are never missed</li><li style="list-style-type:disc">Serve as a trusted gatekeeper, protecting time and energy with intelligence and tact</li><li style="list-style-type:disc">Oversee personal correspondence and family calendar management</li><li style="list-style-type:disc">Support project-based evaluations and ongoing business initiatives as needed</li></ul> Essential Details of the Role and Experience Needed:<ul><li style="list-style-type:disc">Minimum 7 years of direct, sustained experience supporting UHNWIs in a combined household and executive capacity, with at least 4 to 5 of those years dedicated to a single principal or family; longevity and depth of relationship are essential</li><li style="list-style-type:disc">This is a fully on-site, in-person role</li><li style="list-style-type:disc">You must be available 24/7 and genuinely comfortable with that reality, not in theory, but in practice</li><li style="list-style-type:disc">Travel is required, both domestic and international,  estimated at 25%; travel with principals is a core component of this role</li><li style="list-style-type:disc">You are comfortable working across all holidays and weekends when the schedule requires it</li><li style="list-style-type:disc">Valid driver’s license and passport required</li><li style="list-style-type:disc">Proficient in Microsoft Office Suite</li><li style="list-style-type:disc">Proficient in project management and communication platforms (Slack, Asana, or equivalent)</li><li style="list-style-type:disc">Proficient with AI systems for organization system building and maintenance</li><li style="list-style-type:disc">Comfortable with smart-home systems, home automation, and AV troubleshooting</li></ul>Compensation Details:<ul><li style="list-style-type:disc">Salary Range: DOE</li><li style="list-style-type:disc">Comprehensive Health Benefits</li><li style="list-style-type:disc">PTO</li><li style="list-style-type:disc">Discretionary Performance Bonuses</li></ul><div style="list-style-type:disc"></div>LOCATION SPECIFICS.    Candidates must be based in the Santa Barbara / Montecito area or elsewhere in California and be willing to relocate. Relocation support will be discussed for the right candidate. Proximity to the principal’s residence is non-negotiable for a role of this nature.This will be a fast hire! Please be prepared to connect with us quickly and often.  References will be thoroughly vetted. A background check, credit check, and drug screening will be required. All candidates will be asked to sign an NDA before advancing to the final stages.Priority VA actively celebrates applicants’ different abilities, sexual orientation, ethnicity, faith, and gender. Everyone is welcome and supported in their development at all stages of their journey with us. At Priority VA we are dedicated to learning about each human as an individual and building a diverse, inclusive, and positive workplace. We strive to create human connections between our clients and the most qualified candidates. So if you’ve felt unseen or ignored in your career search previously don't worry, we're excited to meet you!Powered by JazzHR

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Office Manager & Executive Assistant Toad&Co

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