Executive/Personal Assistant POST NUMBER: 457986
Position Title: Executive Assistant to the CEO (with Project Management/Personal Assistant Focus)
Location: Westlake Village, CA (Hybrid – 3 days onsite)
Compensation: $110,000 – $125,000
Type: Direct Hire
About the Company
Our client is an innovative and growing company in the retail tech space. As the organization expands its U.S. presence, the CEO is seeking a highly capable Executive Assistant to serve as a trusted partner. This role blends executive support, personal assistance, and project management — ideal for a proactive, tech-savvy professional who thrives in dynamic, fast-paced environments.
About the Role
This position is a true hybrid between Executive Assistant, Personal Assistant, and Project Manager. The CEO views most responsibilities as projects, so this role requires someone who can manage priorities, drive initiatives forward, and provide seamless support across both business and personal needs. The ideal candidate will be highly organized, technically skilled, and able to anticipate and solve problems with little handholding. Candidates must be local to the Westlake Village area.
Key Responsibilities
- Provide high-level executive support, including calendar management, meeting scheduling, and proactive communication on behalf of the CEO
- Take ownership of meeting documentation — capturing accurate minutes, tracking action items, and ensuring follow-through across stakeholders
- Act as a project manager for both business and personal initiatives, including office setup, vendor coordination, and household or renovation projects
- Research and coordinate with vendors, service providers, and external partners to keep projects on track
- Manage travel arrangements, itineraries, and logistics for the CEO
- Serve as a gatekeeper, filtering access and communication to ensure the CEO’s time is protected and priorities remain on track
- Leverage technology and AI tools to streamline tasks, reporting, and daily operations
- Provide personal assistance as needed, including errands, household coordination, and schedule management
- Anticipate needs, troubleshoot challenges, and proactively resolve issues before they reach the CEO
What You Bring
- 10 years of experience as a career Executive Assistant supporting a CEO or senior executive
- Strong project management skills, with proven success leading projects such as office moves, system implementations, or vendor management
- Highly tech-savvy, with proficiency in Microsoft Office Suite and comfort with AI tools and emerging technologies
- Exceptional written and verbal communication, with strong note-taking and documentation skills
- Ability to work independently, take initiative, and anticipate executive needs without constant direction
- Professional, discreet, and able to handle sensitive information with integrity
- Must be local to the Westlake Village area with the flexibility to work a hybrid schedule and run errands as needed
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.