executive & personal assistant — luxury retail (exempt)

We are seeking a highly capable, discreet, and polished Executive & Personal Assistant to support the Owner of a luxury retail business in both professional and personal capacities. This role is central to daily operations and requires independent judgment, discretion, and the ability to manage sensitive matters in a high-touch luxury environment.

The position supports an owner-operator and interfaces with employees, vendors, clients, and external advisors. The successful candidate will be operationally rigorous, technologically fluent, and comfortable representing the brand with professionalism and poise.

This is a hybrid role requiring work on-site at the retail location and at the Owner's home office.

OWNER & WORK ENVIRONMENT TRANSPARENCY

The business is female-owned and operated. Work performed at the Owner's home office is conducted in a professional, structured, and respectful environment, with an emphasis on personal safety, boundaries, and professionalism. Transparency and comfort in the working relationship are priorities.

EXEMPT CLASSIFICATION (CALIFORNIA)

This position is classified as exempt under California law and involves the consistent exercise of independent judgment and discretion in support of executive leadership and business operations.

While exempt positions are not eligible for overtime, the Owner is committed to reasonable workload expectations and will make good-faith efforts to structure schedules to generally align with a 40-hour work week, using flexible scheduling to accommodate business needs.

WORK LOCATION & SCHEDULE

• Hybrid: Retail location and Owner's home office

• Flexible schedule aligned with business and executive needs

• Some evenings may be requested, and occasional special events may require additional availability

• Owner will endeavor to balance schedules so total working time generally does not exceed 40 hours per work week

• Occasional local or regional travel may be requested

• Immediate start preferred

KEY RESPONSIBILITIES

Executive & Personal Support

• Manage executive calendar, scheduling, reminders, and priorities

• Proactively manage to-do lists, deadlines, and follow-ups

• Coordinate meetings, appointments, travel, and time-sensitive commitments

• Act as a trusted gatekeeper with the highest level of discretion

Luxury Retail Operations & Administration

• Support daily operations in a luxury retail owner-operator environment

• Purchase business and office supplies and manage vendor coordination

• Organize and maintain digital and physical records

• Ensure operational systems are accurate, current, and well maintained

Finance, Payroll & Business Support

• Submit payroll accurately and on schedule

• Assist with QuickBooks data entry, expense tracking, and reporting

• Support bookkeeping workflows and coordination with external professionals

Team Coordination & Supervisory Support

• Schedule and coordinate up to five employees

• Maintain staffing calendars and coverage requirements

• Communicate schedules and operational updates professionally

• Provide light supervisory and administrative oversight as needed

Reporting & Executive Insights

• Prepare weekly sales reports and customer service summaries

• Organize operational and performance data for leadership review

Technology, Systems & E-Commerce

• Provide administrative support for Shopify and e-commerce operations

• Assist with order management, inventory workflows, and reporting

• Manage devices and business software

• Demonstrate working understanding of how inventory, order management, payroll, accounting, and CRM systems integrate

• Comfortable engaging in technical and systems-level communications without responsibility for programming or formal data analysis

QUALIFICATIONS & EXPERIENCE

Required

• Prior experience as an Executive or Personal Assistant in a professional environment

• QuickBooks experience required

• Strong technical proficiency with devices and business software

• Excellent organizational, communication, and time-management skills

• High level of discretion and professionalism

Preferred

• Experience supporting an owner-operator or founder-led business

• Supervisory or team coordination experience

• Familiarity with Shopify, luxury retail, or e-commerce operations

• Understanding of basic California human resources and employment law

• Comfort with technical and systems-related terminology

PROFESSIONAL PRESENTATION & INTERPERSONAL SKILLS

• Polished, professional appearance appropriate for a luxury retail environment

• Friendly, composed, service-oriented demeanor

• Strong emotional intelligence, discretion, and interpersonal awareness

TRANSPORTATION, TRAVEL & AVAILABILITY

• Reliable personal transportation and valid driver's license required

• Availability for occasional evenings and special events

COMPLIANCE & TRUST REQUIREMENTS

• Must pass background and reference checks consistent with California law

• Must be bondable and insurable

• Demonstrated integrity, reliability, and sound judgment

COMPENSATION & EMPLOYMENT DETAILS

• Salary Range: $50,000 – $65,000 annually

• Classification: Exempt (California-compliant)

• Employment Type: W-2 Employee

Job Type: Full-time

Pay: $ $35.00 per hour

Expected hours: 35 – 40 per week

Benefits:

• 401(k)
• Employee discount

Experience:

• Bookkeeping: 3 years (Required)

Work Location: Hybrid remote in Newport Coast, CA 92657

Salary : $50,000 - $65,000