Personal & Executive Assistant

About the role

Our client is a family-owned bathroom remodeling company serving homeowners across Southern California, specializing in bathtub and shower replacements and bathroom conversions. Its executive leader needs a dedicated Executive & Personal Assistant: one person who owns the calendar, the inbox, the meeting record, and the follow-through across the business day and the personal commitments around it. This is a trust-based role, and the trust is literal. You will work directly with the executive, and at times with the executive’s spouse, on matters that are confidential by nature: business decisions, family schedules, and personal arrangements. You will send messages in the executive’s name, sit in meetings and write the record other people act on, and turn spreadsheet data into summaries leadership can read in a minute. Nobody will check whether the follow-up went out. It went out because you sent it. If you have done this work before—a real executive, a calendar with competing stakeholders, minutes people relied on, Excel well past data entry—you will recognize the job in the sections below. About the Role You report directly to the executive and may also take requests from the executive’s spouse. Day to day you will deal with the executive’s family, the company’s team and outside contacts such as vendors and service providers, so the way you write and speak reflects on both the household and the business. The role exists to give the executive time back. Success is simple to describe and hard to do: the calendar is right, messages are answered, every meeting ends with a record and every action item ends with an owner, and the executive hears about a problem from you first, with the fix already under way. Key Responsibilities Calendar and Scheduling Own the executive’s calendar across professional and personal commitments—you are the single source of truth for where they need to be Schedule and coordinate meetings, appointments, calls, and follow-ups Set reminders and flag upcoming deadlines, conflicts, and preparation needs before they become problems Coordinate household and family-related appointments as needed Communication Management Screen and manage incoming messages across email, text, and phone, separating what needs the executive from what you can close yourself Draft, send, and follow up on correspondence on the executive’s behalf Handle phone calls professionally and relay accurate, timely summaries Chase outstanding items persistently, without being prompted Meetings and Documentation Sit in on meetings as directed and produce accurate, organized minutes of meetings (MOMs) Track the action items, owners, and deadlines that come out of each meeting Distribute meeting notes and follow up on open items until nothing is left hanging Prepare agendas, briefing notes, and background materials ahead of key meetings Data Management and Reporting Manage and maintain Excel spreadsheets, trackers, and data files Summarize and organize data into clear, readable formats for leadership review, using PivotTables and lookups (VLOOKUP, XLOOKUP) where the data calls for it Prepare reports and supporting materials from existing data sources Maintain organized digital filing systems so anything can be found quickly Personal Support Assist with personal scheduling, reservations, and household logistics Support the executive’s spouse with scheduling, communication, or coordination when required Handle personal errands that can be done remotely and research requests with the same professionalism as business tasks General Executive Support Sign off on documents or submissions as directed by the executive Research vendors, services, or information and present clear recommendations Anticipate needs and take initiative without waiting to be told Maintain strict confidentiality across all personal and business matters Requirements Proven experience managing a high-volume, complex calendar across multiple stakeholders, in direct support of an executive or business owner Strong Microsoft Excel skills: data organization, formulas, and summary reporting, including PivotTables, VLOOKUP, and XLOOKUP Experience taking and distributing accurate meeting minutes Excellent written and verbal English—you will communicate on the executive’s behalf in every channel A track record of handling sensitive personal and business information with complete confidentiality Working command of Microsoft 365 (Outlook, Word, Teams) and calendar tools Reliable high-speed internet and a professional, dedicated remote workspace Preferred Qualifications Background supporting executives in construction, renovation, real estate or a closely related industry Experience handling personal or household matters for an executive alongside business support Experience supporting more than one principal at the same time Tools & Software Microsoft Excel (PivotTables, VLOOKUP, XLOOKUP) Microsoft 365: Outlook, Word, Teams Calendar and scheduling tools (Google Calendar, Outlook Calendar, or equivalent) Communication platforms as used by the executive team What Makes You a Great Fit You have run a calendar where two commitments genuinely could not both happen, and you had it resolved before anyone had to ask. You can write in someone else’s name and have it sound like them, and you know which messages you never send without showing them first. Your minutes are the version people act on: decisions, owners and dates, sent while the meeting is still fresh. You can take a messy spreadsheet and hand back a one-page summary an executive can read in a minute. You give a family appointment the same care as a vendor meeting, and you never mix up who is allowed to know what. When priorities change at short notice, you re-plan and tell people what moved. When something slips, the executive hears it from you first, with the fix already in motion. Benefits What We Offer Up to $6/hour 100% remote work Full-time role We hire for the long haul, so a steady track record of staying and growing always moves you up our list. To apply: Ensure your LinkedIn profile and resume are up-to-date and comprehensive (submit a comprehensive resume in English, PDF format), and complete the assessment in this link: Aptive Test — Originally posted on Himalayas