Find & Apply For Executive Assistant Jobs in Newport Beach, California

Executive & Personal Assistant Capstone Partners Financial and Insurance Services, LLC - 3.6 Newport Beach, CA Job Details Full-time $65,000 - $80,000 a year 1 hour ago Benefits Paid holidays Disability insurance Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Professional development assistance Life insurance Retirement plan Qualifications Confidential information handling Office activity coordination Microsoft Outlook Business travel arrangements Spreadsheets Executive administrative support Microsoft Office Driver's License Bachelor's degree Attention to detail Personal transportation assistance Errand assistance Microsoft Teams Managing executive calendars Cross-functional collaboration Time management Full Job Description Capstone Partners is seeking a highly organized, proactive, and detail-oriented Executive & Personal Assistant to support the Managing Partner. This trusted role will serve as an extension of the Managing Partner, helping maximize efficiency across both professional and personal responsibilities. The ideal candidate is a resourceful self-starter who anticipates needs, manages competing priorities with sound judgment, and can move seamlessly between executive-level business support and personal logistics. This individual must be highly discreet, dependable, polished, and comfortable operating in a fast-paced environment where priorities can change quickly. Key Responsibilities Executive Support Manage complex business and personal calendars, appointments, and scheduling priorities. Coordinate meetings, leadership sessions, recruiting activities, client engagements, and special events. Prepare agendas, reports, presentations, meeting materials, and executive briefing documents. Serve as a trusted point of contact for internal and external stakeholders. Monitor and prioritize communications, ensuring important items receive timely follow-up. Track commitments, deadlines, and follow-up items to keep priorities moving forward. Anticipate upcoming needs and ensure the Managing Partner is prepared for meetings, events, and other commitments. Travel & Executive Logistics Coordinate business and personal travel, including flights, hotels, transportation, itineraries, and reservations. Manage logistics for business lunches, dinners, client meetings, recruiting meetings, and executive engagements. Coordinate schedules across multiple parties and resolve conflicts proactively. Assist with planning and execution of special events, meetings, and other executive initiatives. Personal Assistant Responsibilities Coordinate personal appointments, family schedules, and reservations. Manage personal errands, deliveries, gift purchases, vehicle maintenance, and other personal logistics. Assist with personal and family travel planning and coordination. Coordinate with vendors and service providers as needed. Run occasional local business and personal errands. Handle sensitive personal matters with discretion and professionalism. Project & Administrative Support Manage special projects and initiatives on behalf of the Managing Partner. Prepare and maintain reports, spreadsheets, presentations, and other business materials. Organize and maintain confidential electronic and physical records. Coordinate with advisors, leadership, staff, and external partners to keep projects and commitments on track. Identify opportunities to improve organization, efficiency, and processes. Provide additional administrative and logistical support as needed. Qualifications & Requirements 5+ years of experience supporting a C-suite executive, business owner, Managing Partner, or senior leader. Exceptional organizational, time-management, and multitasking skills. Highly proactive with the ability to anticipate needs and take initiative without extensive direction. Strong judgment, problem-solving, and decision-making abilities. Excellent written and verbal communication skills. Ability to handle confidential and sensitive information with absolute discretion. Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams. Experience managing complex calendars, travel, events, and competing priorities. Ability to work independently while collaborating effectively with a broad range of people. Professional demeanor, polished communication style, and strong executive presence. Adaptable and comfortable in a fast-paced environment with changing priorities. Must possess a valid California driver's license, maintain a satisfactory driving record, and have reliable personal transportation for occasional local travel and errands. Ability to lift up to 25 pounds and perform occasional local errands. Flexibility to work occasional early mornings, evenings, or weekends when business or personal commitments require. Compensation & Benefits $65,000 - $80,000 annual depending on experience Medical, dental, vision, and life insurance 401(k) with company match Short-term and long-term disability coverage Paid time off and company holidays

Pay:

$65,000.00 - $80,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Professional development assistance Retirement plan Vision insurance

Education:

Bachelor's (Preferred)

Experience:

Executive administrative support: 5 years (Required)

Microsoft Office:

3 years (Required)

Location:

Newport Beach, CA 92660 (Preferred) Ability to

Commute:

Newport Beach, CA 92660 (Required)

Work Location:

In person