Personal Assistant

Job Description
Job Title: Personal Assistant

Location: Santa Barbara, CA

Schedule: Full-Time Monday to Friday, 8:00 AM - 5:00 PM

Flexibility required for occasional evenings and weekends

LOCAL CANDIDATES PREFERRED AND LOCAL KNOWLEDGE ESSENTIAL

Position Summary:

A private household in Santa Barbara is seeking a highly organized, detail-oriented Personal Assistant to support two principals and their family. This role focuses on personal support, household logistics, and light family coordination. The position requires a high level of discretion, strong follow-through, and comfort working in a dynamic, fast-paced environment.

Required Duties:

Logistics & Household Procurement

• Manage shipping and receiving of all mail, deliveries, and packages in a timely fashion; sort mail, route appropriately, process packaging, break down boxes, process returns

• Track shipments and advise principals of key deliveries or deliveries outside normal business hours

• Purchase personal and household items as needed/requested

• Oversee magazine subscriptions (addition/cancellation)

• Assist in the organization of drawers, cabinets, storage, etc. when delegated

• Perform special projects as requested

Family & Child Support

• Drive one of the children to and from school as needed until they obtain a driver's license

• Drive children to appointments as needed (e.g. dentist, doctor, music lessons, tutoring, etc.)

• Confirm dinner plans for the children daily and relay info to Chef for daily headcount

• Chaperone children on flights as needed

• Assist with travel planning, packing, and logistics

• Support the principals' extended family in the Santa Barbara area on select projects as requested by the principals

Hospitality, Gifting & Wardrobe

• Oversee invitations, holiday cards, birthday cards, special occasion cards and RSVPs

• Track birthdays of family members, friends, employees and key external partners to provide principals advance notice

• Oversee gifting services, customized wrapping of gifts, and tracking of gifts

• Manage contact lists and update with new dietary preferences and other key relationship information

• Local concierge duties - restaurant reservations, concert tickets, etc.

• Prepare guest welcome amenities and set up guest accommodations for all overnight visitors in coordination with Estate Manager

• Manage principal's wardrobe: seasonal rotation, packing, selling/donating old items, and facilitation of tailoring

Health & Scheduling

• Work closely with the Executive Office (EO) team who manage scheduling

• Provide on-the-ground support to the EO which is primarily remote

• Support complex at-home medical testing logistics

Inventory & Errands

• Run errands and assist with lunch pickups

• Organize household inventory under the direction of the Estate Manager

• Track and restock household and toiletry supplies for family and guests

• Manage supplement inventory and prepare supplements "pill boxes" for the principals

Pet Care

• Provide full care for two Portuguese Water Dogs

• Drive dogs to/from vet/grooming

• Handle food orders, appointments, grooming, medications, and clean-up

• Coordinate dog walks, daycare, and boarding

• Feed both dogs daily

• Maintain vet records and handle travel documentation

• Track and restock food, supplies, and medicines for dogs

Administrative & Financial

• Make bank withdrawals and manage petty cash

• Log and deliver vendor cash payments

• Assist with general tech and document tasks

Auto Management

• Ensure vehicles are fueled or charged

• Oversee weekly car wash service for 4 vehicles

• Track registration and insurance deadlines; notify CFO of renewals

Technology & Organization

• Use and manage tools including Google Workspace, Asana, 1Password, and Doorbird

• Maintain exceptional organization and attention to detail

Qualifications

• 5+ years of experience in a personal assistant or private household support role

• Proven ability to manage multiple tasks with precision and efficiency

• Professional, discreet, and solutions-oriented

• Valid driver's license and clean driving record

• Flexible and proactive, with strong communication skills

• Ability to anticipate needs and proactively address them

• Great attention to detail and aesthetics

• Flexible to work occasional long hours, weekends, and overnights

• Ability to travel domestically and internationally with and without the principals to properties

• Must be able to move, lift, carry, push, pull, and place objects weighing less than or equal to 35 pounds without assistance

Preferred/Bonus Qualifications

• Experience creating floral arrangements (professional training available post-hire)

• Certified in professional chauffeur, defensive, or evasive driving techniques (or willing to enroll post-hire)

• Calligraphy skills

• Event planning and staffing experience

• High-end gift-wrapping skills

• CA Notary license (or willingness to obtain)

• Familiarity with the Santa Barbara area

• Spanish fluency

Compensation & Benefits

• Salary: $80,000-$100,000 annually, depending on experience

• Health coverage and additional benefits available