Find & Apply For Office / Administrative Assistant Jobs in Calabasas, California

Executive & Personal Assistant | Estate & Business Operations The Malibu Retreat | Malibu /

Calabasas, CA Compensation:

$27-$32+/hour, depending on experience

Schedule:

Full-time, primarily on-site

Location:

Monte Nido, between

Malibu and Calabasas Opportunity:

Long-term position with growth potential About the Opportunity We're looking for an ambitious, resourceful, and tech-savvy Executive & Personal Assistant to work directly with two entrepreneurs managing a private estate, a growing hospitality business, and several creative ventures. Our businesses span hospitality, entertainment, media production, wellness, and events. At the center is The Malibu Retreat , a multi-property estate in the Malibu mountains hosting vacation stays, retreats, productions, and private gatherings. This isn't a traditional desk job. One day you might be coordinating appointments and researching a new project; the next, helping prepare the estate for guests, managing online resale listings, or improving a business workflow using AI. You'll work closely with the owners and assist Shawn, the Property Manager, with daily estate operations. You'll be part of an existing team, not expected to run the property independently. We're looking for someone who enjoys variety, takes initiative, learns quickly, and knows how to turn ideas into action.

Our philosophy is simple:

Adopt the problem. We value people who take ownership, find solutions, and make things run better. What You'll Be Doing Executive & Personal Assistance Support two entrepreneurs with personal and business priorities. Manage calendars, appointments, emails, scheduling, and follow-ups. Coordinate travel, reservations, meetings, and personal arrangements. Handle errands, shopping, purchases, returns, and deliveries. Organize documents, expenses, receipts, and administrative records. Assist with household organization, supplies, and day-to-day needs. Track deadlines, priorities, and outstanding tasks to ensure nothing falls through the cracks. Estate & Hospitality Support Work directly alongside Shawn, the Property Manager, supporting the daily operations of The Malibu Retreat. Assist with coordinating housekeeping, maintenance, landscaping, and vendors. Help prepare properties for guest arrivals, retreats, productions, and events. Support guest communications, reservations, and special requests. Assist with property walkthroughs, inspections, and organizational projects. Track maintenance requests, repairs, supplies, and property improvements. Coordinate deliveries, purchasing, and inventory. Help the Property Manager with scheduling, administrative work, and ongoing projects. Communicate professionally with guests, vendors, and team members. Business & Project Support Assist with projects across multiple businesses and creative ventures. Research vendors, products, services, and business opportunities. Coordinate with contractors, partners, and team members. Create and maintain spreadsheets, presentations, documents, and project trackers. Help organize projects, manage timelines, and follow up on action items. Support new initiatives from initial research through execution. Resale, E-Commerce & Inventory Photograph, organize, and list items for resale. Create and manage listings on Poshmark, eBay, Depop, Facebook Marketplace, and similar platforms. Research pricing, write descriptions, and maintain inventory. Coordinate sales, shipping, returns, and buyer communications. Help organize household and business inventory. Experience with online resale platforms is strongly preferred. Social Media & Digital Support Assist with light social media management across business accounts. Organize photos, videos, and digital content. Help create captions, schedule posts, and research content ideas. Assist with basic content creation and editing. Stay familiar with emerging platforms, digital trends, and creative tools. This is a supporting role, not a full-time marketing position. Technology, AI & Systems Technology and AI proficiency are essential to this position. We're looking for someone who already uses modern technology to work smarter and enjoys finding new ways to improve productivity. Proficient with Google Workspace, including Gmail, Calendar, Drive, Docs, and Sheets. Experienced using AI tools such as ChatGPT, Claude, Gemini, or similar platforms. Comfortable using AI for research, writing, organization, planning, and workflow improvements. Able to create and maintain digital task trackers, databases, and organizational systems. Interested in automation and streamlining repetitive tasks. Comfortable learning new software, property management platforms, and business tools. Able to troubleshoot everyday technology, Wi-Fi, smart home devices, and digital systems. Understands the importance of confidentiality and responsible AI use. We're not looking for someone who simply knows what ChatGPT is. We want someone who actively uses technology and AI to make their work better. Who We're Looking For You're someone who: Is highly organized, dependable, and detail-oriented. Has a strong work ethic, positive attitude, and entrepreneurial mindset. Takes initiative and doesn't require constant supervision. Can juggle multiple priorities and adapt when plans change. Is a natural problem-solver who enjoys figuring things out. Communicates clearly, professionally, and confidently. Follows through and takes ownership of responsibilities. Is comfortable working closely with entrepreneurs, family members, staff, and guests. Has strong emotional intelligence and remains calm under pressure. Is trustworthy, discreet, and respectful of confidentiality. Enjoys learning, improving systems, and taking on new challenges. We care just as much about intelligence, ambition, resourcefulness, and attitude as we do about traditional experience. Qualifications Required Strong organizational and time-management skills. Excellent written and verbal communication. Proficiency with Google Workspace and productivity software. Demonstrated experience using AI tools in everyday work. Reliable transportation and a valid driver's license. Ability to work primarily on-site in the Malibu / Calabasas area. Ability to work independently while communicating effectively. Strong attention to detail, discretion, and professionalism. Preferred Experience as a personal assistant, executive assistant, or operations coordinator. Background in hospitality, property management, events, or entertainment production. Familiarity with Airbnb, vacation rentals, or property management software. Experience coordinating vendors, contractors, or household staff. Knowledge of Poshmark, eBay, Depop, or similar resale platforms. Basic social media management, photography, or content creation skills. Familiarity with project management tools, AI automation, or digital systems. Why This Opportunity Is Different You'll work directly with entrepreneurs who have built businesses across music, entertainment, media, hospitality, and wellness. You'll gain hands-on experience in business operations, property management, events, technology, and creative projects, while working in a unique environment in the Malibu mountains. This is an opportunity for someone who wants to learn how businesses operate behind the scenes, develop valuable skills, and grow into greater responsibility. For the right person, the position could evolve into a senior executive assistant, project coordinator, or operations management role. Compensation & Schedule $27-$32/hour , depending on experience and qualifications. Full-time position, primarily on-site. Some schedule flexibility may be required for occasional events or special projects. Paid time off and additional benefits to be discussed. Performance reviews with opportunities for increased compensation and responsibility. Paid Trial Day Selected candidates will be invited to complete a paid 8-hour trial day at $27/hour ($216 total) . During the trial, you'll work alongside the owners and Property Manager on a variety of real-world tasks involving personal assistance, property operations, organization, research, and technology. This gives both sides an opportunity to experience the working environment and determine whether it's a good fit. We're not expecting you to know everything on day one. We're looking for someone who learns quickly, takes initiative, communicates well, and follows through. Successful candidates may be offered a full-time position following the trial and hiring process. How to Apply Please submit your resume and a short introduction explaining why you'd be a great fit. Application Questions What AI tools do you currently use, and how have you used them to improve your productivity? Please provide a specific example. Describe a time you identified a problem and solved it without being asked. How do you organize and track multiple projects, deadlines, and responsibilities? Do you have experience with Poshmark, eBay, Depop, or other resale platforms? What experience do you have with social media, content creation, or digital tools? What interests you most about working directly with entrepreneurs across hospitality, property management, and creative businesses? What is your availability, and are you comfortable commuting to the Malibu / Calabasas area? We're looking for someone who wants more than just a job. Someone who's excited to learn, contribute, take ownership, and grow with us.

Pay:

From $945.00 per week

Benefits:

Flexible schedule Application Question(s): What AI tools do you currently use in your workflow and how? Describe how you would organize a messy inventory of 100+ items. Do you have experience with Poshmark, Depop or resale? If yes, briefly explain and the tools you use. How many items can you realistically list per hour?

Work Location:

In person