Executive Personal Assistant

Executive / Personal Assistant to Principal

Location: Pasadena , California

Overview

We are seeking a highly organized, professional, and resourceful Executive / Personal Assistant to support a fast-moving principal across personal, administrative, and document-intensive matters. (bilingual in English and Mandarin is preferred)

This role requires exceptional punctuality, discretion, communication skills, and the ability to independently manage scheduling, correspondence, research, document organization, and follow-through. The ideal candidate is not simply task-oriented, but capable of reading context, exercising judgment, and helping bring order to complex situations.

A background in legal support, paralegal work, or document-heavy executive support is strongly preferred.

Key Responsibilities

Calendar, Scheduling, and Appointments

• Manage calendar, appointments, and scheduling with precision
• Coordinate calls, meetings, consultations, and reservations
• Handle rescheduling, follow-ups, confirmations, and reminders
• Maintain order across changing priorities and time-sensitive matters

Phone Calls and Correspondence

• Make professional phone calls on behalf of the principal
• Draft, send, and manage emails in a clear and polished manner
• Communicate with offices, service providers, legal contacts, and other third parties
• Follow up persistently and professionally until tasks are completed

Document Management and Filing

• Organize, sort, label, archive, and retrieve documents efficiently
• Maintain digital and physical filing systems with strong attention to detail
• Review materials provided by the principal and identify what is important, urgent, or requires follow-up
• Prepare clean summaries, structured notes, and organized packets when needed

Research and Information Gathering

• Conduct online and phone-based research across administrative, legal, logistical, and general business topics
• Compare options, verify information, and present findings in a concise and useful format
• Filter large amounts of information and surface only the most relevant items

Administrative and Personal Support

• Handle errands, reservations, coordination, and logistical support as needed
• Track open items and ensure nothing falls through the cracks
• Help the principal stay organized, responsive, and operationally efficient

Preferred Qualifications

• Prior experience as an Executive Assistant, Personal Assistant, Chief of Staff support, or similar high-trust support role
• Paralegal, legal assistant, legal operations, or document-review experience strongly preferred
• Excellent written and verbal communication skills
• Strong judgment, professionalism, and discretion
• Exceptional punctuality and responsiveness
• Comfortable handling confidential and sensitive information
• Able to read through documents independently and identify key issues, missing pieces, or next steps
• Highly organized, detail-oriented, and capable of working under pressure
• Proficient with email, calendar management, Google Workspace / Microsoft Office, Apple ecosystem, and document organization tools
• Based in Los Angeles and available for in-person support when needed

Ideal Candidate

The ideal candidate is:

• Punctual — consistently on time, dependable, and responsive
• Professional — polished in communication, demeanor, and execution
• Proactive — sees what needs to be done without waiting to be told every step
• Sharp — can read documents, understand context, and filter information intelligently
• Discreet — understands confidentiality and handles sensitive matters appropriately
• Calm under pressure — able to manage urgent requests without creating chaos

Pay: $30.00 per hour

Expected hours: No less than 32.0 per week

Work Location: In person