Job Purpose:
A unique opportunity is available for a highly organized, professional, and trustworthy individual seeking a long-term working relationship supporting both a boutique executive consulting practice and a private household. The Administrative Assistant will provide administrative, organizational, and logistical support to the consulting practice, as well as limited personal assistance for the Principal and their family. This part-time position requires approximately 5–10 hours per week with a flexible schedule, making it ideal for a mature professional, former executive assistant, office manager, or someone seeking meaningful, flexible part-time work with the opportunity for increased responsibilities over time.
Key Responsibilities:
Professional Support
• Correspondence: Draft polished letters, emails, and professional client communications.
• Calendar Management: Coordinate schedules, meetings, and business appointments smoothly.
• Communication: Handle professional phone calls on behalf of the consulting business.
• Research: Conduct targeted internet research and gather critical project information.
• Organization: Maintain, structure, and update both electronic and paper filing systems.
• Documentation: Assist with flawless document preparation, editing, and formatting.
• Vendor Relations: Coordinate and liaise with corporate vendors and service providers as needed.
Personal Support
• Scheduling: Coordinate personal appointments and calendar commitments.
• Travel Logistics: Assist with seamless domestic and international travel arrangements.
• Household Coordination: Oversee local household vendors, maintenance teams, and services.
• Errand Execution: Run occasional local errands around the Carlsbad/Aviara area.
• Record Keeping: Help maintain absolute organization of confidential personal records and documents.
Technology Support
• Tech Assistance: Provide basic day-to-day technology troubleshooting and system assistance.
• Hardware & Software: Assist with office printers, scanners, software updates, and common computer issues.
• IT Escalation: Coordinate directly with external technology providers when advanced help is needed.
Work Environment
Some work may be performed remotely, while other responsibilities may require occasional in-person support in the Aviara area of Carlsbad.
Skills/qualifications:
• Experience: 2–5+ years of experience in administrative support, office management, or personal assistance (experience supporting executives or professional households is a plus).
• Impeccable professional presence: articulate, polished, emotionally intelligent, instinctively discreet.
• Exceptional written and verbal communication; flawless, on-brand correspondence and documentation.
• Proactive problem-solving with ability to anticipate needs multiple steps ahead.
• Strong financial acumen and comfort managing budgets and basic P&L.
• Advanced proficiency in Microsoft Office/Google Workspace; working knowledge of CRM (HubSpot, Salesforce), project management tools (Asana, Monday.com), and bookkeeping platforms (QuickBooks Online) strongly preferred.
• Proven ability to manage multi-layered tasks independently, working under pressure with superior prioritization skills.
• Bachelor’s degree strongly preferred.
