Title : Executive Assistant
– Los Angeles, CA
– 3 Years Minimum Experience (recent between 2017
– 2021)
Reports To: COO/CMO & CEO
Who We Are: PetroCal Associates is a full-service boutique commercial real estate firm offering financing, consulting, and brokerage services to the car wash, gas station, and convenience store industries.
Based in Los Angeles, California, PetroCal Associates arranges financing for clients across the United States for acquisitions, refinances, ground up construction projects and renovation projects.
We also provide real estate brokerage services.
Every day we come to work excited!
We help small business owners accomplish their dreams and goals and there’s nothing more satisfying than that.
75% of our customers are repeat business because we take great care of our clients.
We’re a small team looking for resourceful doers with a ‘find a way or make a way’ attitude.
Culture: Our culture is laid-back serious.
What does that mean?
Unless we’re meeting a client we’re in flip flops and shorts, but every day is spent working on multi-million-dollar transactions.
Our clients depend on our ability to execute for them and we do not let them down.
We believe family is everything and no one misses a soccer game around here.
To achieve our mission, we look for high caliber people who share and embrace the following core characteristics:
Grit : Passionate marathoners who finish what they start and love tackling problems of all sizes.
No job is too small or not in our job descriptions.
We take critical constructive feedback with a smile on our face and push through to get the job done.
Rigor : Analytical, multi-tasking and exhaustively detail-oriented.
We comb through data, integrate information from multiple (and often unorganized) sources quickly, and figure out what questions to ask to complete the missing pieces so we can tell our clients’ complete story thoroughly and quickly.
Collaboration : We are non-ego doers, we challenge each other and work together to find the best solutions, every day, day in and day out.
Accountability : We trust each other to get the job done.
We don’t let attitude get in the way and we take extreme ownership to see it through.
Resourceful : We’re quick and clever as we find and implement new and innovative approaches to the traditional way of handling or thinking about a problem.
We create processes and come up with ideas and solutions to better reach our goals.
Honesty : We’re transparent and honest because that’s the right way to treat other people.
We handle confidential information and are discrete.
Integrity is the basis of trust, and trust is everything when you’ve got people’s future in your hands.
Position Description
As the Executive Assistant, you will be bright, polished, experienced, and hardworking individual whose primary professional responsibility is to support the “Partners”, the COO/CMO & CEO, a husband-and-wife team, from an executive and personal standpoint to help make their professional and personal lives run smoothly.
The COO/CMO is looking for her forever EA to be her gatekeeper, sidekick and righthand.
The CEO: A one-of-a-kind leader and mentor who wishes there were more hours in a day and hands on his body, but is a firm believer in a good night’s sleep.
The right person will be involved in all different aspects of their lives and will ideally have a “no job is too small”, go-getter mentality.
You are self-motivated, sharp, have a tremendous spirit of resourcefulness, and a warm, respectful attitude.
When you encounter an obstacle, you find a way around it, through it, over it, under it, etc.
You are extremely detail-oriented, have a high standard of excellence, flexible, and thrive in a fast-paced environment.
Responsibilities include email management, documentation administration, managing calendars, meeting coordination, general administrative tasks, coordinating travel arrangements, filing, project management, and event pre-planning and coordination.
Personal support will include bills and mail management, working with household staff, liaising with household full-time staff and vendors, running errands off-site, such as shopping, airport runs, etc, meeting vendors, and assisting with various projects and tasks.
The right person for this role will have previous experience as an EPA and have general business acumen in a corporate work environment.
Must show consistency in work history.
Being dependable, extremely detail-oriented and a great communicator are all skills necessary to thrive in this role.
This position will be based at the Los Angeles office, and you will also work at the Los Angeles home when needed.
Position may require travel.
Mileage will be reimbursed.
Reliable transportation is required.
This is a W2 full-time position with standard hours of 8:30 am – 5:30 pm and person should be accessible 24/7 to respond/support on urgent matters with a negotiable annual salary of $65,000-$85,000 including health insurance, PTO, holidays, sick days, and 401k.
Key Position Responsibilities – Core
Organize, strategically prioritize, and act on information stemming from (e)mail, calls, directions, and meetings.
Email Management (scrubbing, replying, etc.) of multiple inboxes preparing high-level view of emails to respond to and proposed response as you learn the ropes.
Handle external communications which means no typos, excellent grammar and solid writing.
Manage multiple complex calendars
– travel, scheduling, knowing what to prioritize, monitoring key meetings for changes, adjusting logistics as needed, acting as a gatekeeper for inbound meeting requests
– anything and everything to ensure that the Partners’ time is being optimally leveraged.
Think ten steps ahead.
Prepare the Partners for upcoming tasks and meetings, anticipating what needs to be done and making it happen with little guidance.
Travel Coordination and Itinerary Preparation
– adding plans to calendar and TripIt App
– to make certain trips are smooth and hassle-free.
Tradeshow Scheduling (airfare, hotel, booth items, and set up confirmation packet for employees attending the show).
Support hiring efforts by reviewing and screening first round applicants, coordinating schedules and logistics for interviews, both on the candidate and interviewer sides.
Proactively maintain and update physical and digital filing systems.
Maintain an elevated level of professional etiquette while acting as a liaison to both clients and employees.
Create, maintain, and improve effective processes, systems, workflows, and SOPs.
Manage projects, outstanding questions, and inquiries.
Manage holiday gifts for clients.
Online research.
Position Responsibilities – Financing
Assist team with creation of billable hours on certain deals.
Assist with third party vendor inspection scheduling.
Position Responsibilities – Real Estate
Calendar dates from contracts.
Maintain organized files of documents and deliverables.
Position Responsibilities – Personal Assistant
Overseeing family responsibilities, household staff, and more.
Coordinates reservations, appointments.
Work in concert with various staff
– housekeeper, nanny, babysitter, maintenance person, etc
– to facilitate household, finances, child care, and schedules.
Daily: Mail Management.
Meal Planning/Ordering.
Multiple inbox management including filtering and unsubscribing set-up.
Scanning donations to keep Tax Package up to date.
Though the standard schedule will be 8:30 am – 5:30 pm, this person should be accessible 24/7 to respond/support on urgent matters.
Schedule all personal appointments for Partners and family members.
Keep all personal documents (Driver’s license passport, etc) current and accessible.
Support event planning by creating invitations, guest lists and managing rsvp guest list.
Arrange travel logistics, car service and hotel reservations.
Create detailed travel itinerary outlining complete trip logistics.
Manage gift purchases for birthdays, holidays, and anniversaries gifts, and coordinate all thank you cards for gifts received.
Support event planning for birthdays, anniversaries, and holidays.
Run personal errands when necessary, including picking up kids and dog if occasionally needed.
Research projects.
Requirements (Training available for the right candidate)
3+ years of experience as an Executive Assistant supporting executives in a corporate environment, ideally at a Financial, Private Equity, Real Estate or Law firm.
Strong background and passion for delivering exceptional service consistently.
Desire to work in a fast-paced and entrepreneurial environment.
Must be kind, positive, bright and personable with a proactive and professional attitude; confident and eager to work independently, creatively, and strategically alongside a performance-driven team.
No task too small and always happy to help.
Exceptional judgement, integrity, and social etiquette.
Excellent organizational skills with a keen eye for details.
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