Job Description
Executive Personal Assistant at J/PR summary:
An Executive Personal Assistant at J/PR provides comprehensive support to a founding partner by managing complex calendars, travel arrangements, and confidential correspondence while coordinating both personal and professional projects. The role requires proactive problem-solving, excellent communication skills, and the ability to liaise with clients, vendors, and internal teams to ensure smooth operations and event coordination. This position involves handling financial tracking, organizing company and personal events, and maintaining discretion in a fast-paced, high-profile environment.
Who are we? J/PR is a global communications firm specializing in public relations, content creation, and social media. We work with some of the best hotels, resorts, and lifestyle brands in the world, including Relais & Chateaux, Vail Resorts Hospitality, and Hilton Luxury Brands, to name a few. You can see our current client list here. Being a part of this international powerhouse agency will connect you to a roster of distinguished hotels, resorts, restaurants, real estate projects, and destinations across the globe, elevating your career (and your frequent flier status). We tell compelling original stories to connect brands to their target audiences. We're passionate, professional, and purpose-driven. We're dedicated to our work, the agency, our clients, and each other.
Forbes said "These Women Are Dictating Where You're Traveling," and Inc. Magazine featured J/PR in an article titled, "How Two Millennial-ish Women Built a PR Powerhouse." This is in addition to numerous awards like PR News Best Places to Work, New York Observer PR Power 50 for five years in a row, The PR Net 100, Forbes Five Star Agency, PR Couture Spotlight Agency of the Year, and Crain's Best Places to Work (to name a few).
We're incredibly intentional about our company culture, and we wholeheartedly believe in a work-life blend, where you'll be empowered to continue learning and growing through travel, mentorship, training, and retreats, along with a connected company culture.
Who are you? You thrive in a hands-on support role, taking pride in being the keystone of a successful founding partner's personal and professional worlds. Highly intuitive, confident, and self-directed, you quickly learn the founder's preferences, anticipate needs, take initiative, and work independently. You have a natural eye for detail and a proven track record of understanding and applying a founder's vision and visual identity to flawlessly curated experiences. Your experience supporting high-powered executives has honed your ability to strategically plan ahead, keep calm under pressure, and meet short deadlines. Through it all, your strong value for the people and relationships in your work and life shines through.
The Role As an Executive Personal Assistant, you'll wear many hats and act as the smooth operator behind the scenes in a faster-than-fast environment. First and foremost, you'll provide J/PR's founding partner with logistical support while executing business needs and coordinating personal projects. This role requires experience managing complex calendars, travel arrangements (domestic and international), meeting logistics, expense reporting, and confidential correspondence, often shifting between personal and professional commitments.
You'll work within the Operations team, supporting collaboration between the founder and all operations functions: finance, hiring, new business, and office management. There is an internal client focus and dedication to facilitating clear communication with the agency's clients on behalf of the partner.
Duties & Responsibilities: Executive Assistant Duties
- Manage complex calendars and scheduling for the partner
- Handle partner's email management and correspondence
- Support project tracking and partner-requested initiatives, attend meetings, take detailed notes, and follow up on action items
- Coordinate domestic and international travel and accommodation arrangements via telephone and email, and prepare related agendas/itineraries
- Act as liaison between partner, clients, and leadership, ensuring clear communication and timely follow-through
- Manage monthly accounts receivable, including professional client communication, processing payments, and meticulously tracking partners' monthly expenses
- Coordinate company parties, annual events, team gatherings, and off-sites, sourcing and liaising with vendors, leadership, and the agency
- Sources and coordinates gifting for staff, clients, and vendors
- Supports the Operations team as needed with client invoice collection, agency time tracking, executive hiring, and new business development
- Organize digital and physical files, data entry, and general office tasks
Personal Assistant Duties
- Handle household and family calendars, including reservations, appointments, pet care, school event planning, and property management
- Research and provide the best options for projects, events, restaurants, travel, and other executive needs, facilitating decisions by bringing solutions, not play-by-play updates
- Liaise with contractors, vendors, and service providers for personal events and gifting
- Keep track of expenses, receipts, and personal budgeting
- Accommodate frequent last-minute travel (private and commercial), including flights, accommodations, transportation, and itineraries
- Pack, unpack, and ensure all personal and professional items are prepped for travel and appearances
- Handle personal errands, returns, and wardrobe coordination
Requirements - 3+ years of Executive or Personal Assistant experience supporting C-Suite executives
- Must have a flexible lifestyle: while this is a "9-5" in-office role, there is an on-call element that entails working outside standard business hours, over weekends, and across time zones as needed
- Ability to work primarily in the San Diego office (Fridays remote), with occasional flexibility for remote work - must have a reliable car and valid driver's license
- Tech Savvy with Apple products, G-Suite, Microsoft Office, Zoom, and Microsoft Teams
- Keen eye for design and detail, aligning events with the partner's coastal Hampton's aesthetic
- Naturally proactive and intuitive: capable of anticipating needs, solving problems independently, and "just getting things done"
- High level of integrity, maintain discretion and confidentiality while managing sensitive matters
- Willing to travel occasionally, with opportunities to accompany the principal to major events and international destinations
- Comfortable in both formal and casual settings - from high-profile events to informal at-home days
Benefits J/PR offers a competitive benefits package, including:
- Competitive base salary: $75,000 - $90,000, commensurate with experience
- Commission opportunities
- Year-end discretionary bonus
- Monthly Cell Phone Stipend
- Company contributions to medical, dental, and vision insurance premiums
- 401K with employer match
- Accrued PTO
- Birthday PTO
- Flexible Release Fridays
- Hotel trade with our world-class clients (complimentary stays across our entire portfolio)
- Hybrid office schedule (2-3 days in office)
- Corporate ClassPass discounts
- Pet insurance discounts
- Milestone gifts at 1, 5, and 10 years
- Annual holiday and summer parties, plus regular socials
- Ongoing training and development opportunities
Applicants for employment in the U.S. must possess work authorization which does not require sponsorship by the employer for a visa.
EQUAL EMPLOYMENT OPPORTUNITY J Public Relations (J/PR) and 20Two Studio (Studio) strongly support equal employment opportunity for all applicants regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, sexual orientation, genetic information, or any other characteristic protected by state or federal law.
HIRING PRACTICES The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.
J/PR and Studio recruitment policies are designed to place the most highly qualified persons available in a timely and efficient manner. J/PR and Studio may pursue all avenues available, including promotion from within, employee referrals, outside advertising, employment agencies, Internet recruiting, job fairs, college recruiting, and search firms.
Keywords:
executive assistant, personal assistant, calendar management, travel coordination, event planning, client communication, expense reporting, confidential correspondence, project management, operations support
Job Tags
Full time, For contractors, Casual work, Remote work, Flexible hours, Shift work, Weekend work,