Administrative/Personal Assistant

Title: Administrative/Personal Assistant  

Position Type: Full-Time (30+ hours/week)  

Schedule: Primarily Monday through Friday, 1 PM – 7 PM, with occasional shifts from 12 PM – 6 PM based on CEO’s needs. Occasional weekends may be needed for events. Flexibility is required to accommodate changing schedules.  

Salary Range: $22-24/hour  

Reporting Location: In-Person, Carlsbad, CA  

Verdani Partners is seeking an Administrative/Personal Assistant to work directly with a high-level executive with day-to-day personal and business-related tasks! The ideal candidate must be flexible, resourceful, reliable, organized, detail oriented, and able to manage multiple responsibilities efficiently in a fast-paced environment.  

This position will be primarily focused on the personal and event planning tasks outlined below. The candidate will be cross trained on administrative tasks for contingency purposes. The candidate will report directly to the CEO of Verdani Partners and will also need to collaborate with the operations team for administrative-related tasks.   

RESPONSIBILITIES  

Personal Assistant Tasks:  

Serve as the primary support for the CEO's personal and family-related needs, ensuring smooth daily operations.  

• Schedule personal appointments for the CEO of company  

• Help with pick-ups/drop-offs for CEO’s two kids (school, extracurriculars, sports, doctor appointments, etc.) 

• Run personal errands (pick up dry cleaning, return shipments, grocery shopping, etc.)   

• Assist with the CEO’s dog (Luna – Portuguese Water Dog) as needed and help take the dog to grooming and vet appointments 

• Help manage CEO’s calendar  

• Help support with CEO’s teaching tasks   

• Event planning for CEO’s personal events  

• Social media management for CEO and support for Verdani Space Instagram  

• Pay CEO’s bills 

• Monitor company vehicles and manage care maintenance  

• Monitor home organization and maintenance orders  

• Other general errands and related tasks  

Event Planning Tasks:  

Lead the execution of external community events (about 2/week, after 5PM). Collaborate with the operations team to support and execute internal team engagement events (2/month, typically before 5PM but may go later) and special company events (about 5/year, after 5PM).  

• Assist with external community events (after 5PM), including vendor communication, event setup, event facilitation, and event breakdown (about 1-3 per week) 

• Support the Verdani Space and in Office Events.  

• Provide support for weekend events as needed (about 4-6 events per year)  

• Support operations team with planning and executing internal team engagement events (workout classes, workshops, paint nights, etc.) and special company events (annual retreat, holiday party, birthday parties, etc.)   

• Assist with event photography and manage social media updates (Instagram, Facebook, and LinkedIn)  

• Support with Annual Company Summit (1x per year) 

• Support with Annual Holiday Party and Holiday Gifts (December) 

Administrative Backup Tasks:  

Provide backup support to the primary operations and events coordinator during absences or when additional assistance is needed.  

• Answer and direct phone calls as needed 
• Schedule meetings and coordinate travel for team members
• Order office supplies, gifts, groceries
• Help mail packages  
• Coordinate office procedures  
• Administrative tasks related to our non-profit organization VIBE  
• Other general errands and related tasks  

QUALIFICATIONS & SKILLS 

Required:  

• High School Diploma  

• Driver’s License  

• Excellent verbal, written, telephone, and email communication skills  

• Exceptional Organizational Skills  

• Able to respond effectively to changing priorities and handle multiple tasks  

• Resourceful problem solver, creative and solution-oriented  

• Social media experience 

• Takes initiative and requires little oversight  

• Must be honest and trustworthy  

• Detail Oriented  

• Team Player 

Preferred:  

• Proven admin or personal assistant experience  

• Passion for sustainability  

PLATFORMS & SOFTWARE