Executive Assistant Job at The Grapevine Agency in Newport Beach

Long Term Executive Assistant to Founder & Investor

Ultra-High-Net-Worth Principal- Confidential

Newport Beach / Orange County, CA (Onsite)- Please live LOCAL

Full-Time IN person full business hours with flex as needed due to the nature of the position

Start Date: Immediate

Compensation: Salary DOE + Benefits

We are partnering with a highly accomplished entrepreneur and investor in the search for an exceptional Executive Assistant to serve as a true right hand. This is a demanding, fast-paced, fully onsite role supporting a principal with a direct communication style, high standards, and a strong appreciation for precision, efficiency, and technology.

This position is deeply trusted in nature and designed as a long-term partnership, with the potential to grow into expanded operational responsibilities or a Chief of Staff role over time. The ideal candidate thrives under pressure, anticipates needs instinctively, and takes pride in delivering flawless execution without the need for micromanagement.

The Executive Assistant will manage a mix of professional and personal priorities with discretion, emotional intelligence, and impeccable attention to detail. This role requires someone who can move quickly, remain calm in high-stakes moments, and communicate seamlessly with a wide range of stakeholders.

The principal values directness, confidentiality, and proactive problem-solving. This is not a task-based EA role it is best suited for someone who enjoys ownership, accountability, and long-term growth.

Key Responsibilities

• Manage complex, fast-moving calendars and inboxes
• Coordinate highly detailed domestic and international travel (business and personal), with a perfectionist-level approach
• Handle budgeting, expense reporting, reimbursements, and financial tracking
• Prepare meeting materials, draft agendas, and ensure thoughtful follow-up
• Serve as a primary point of contact for vendors, service providers, and external partners
• Oversee select personal and household-related logistics
• Support ad hoc projects, special initiatives, and time-sensitive requests
• Communicate effectively with diverse individuals while maintaining absolute confidentiality

Ideal Candidate

• Prior experience supporting Ultra-High-Net-Worth individuals or single-family offices is strongly preferred
• Exceptionally strong interpersonal and communication skills; able to keep pace with a fast communication style
• Highly organized, detail-oriented, and comfortable in a demanding, high-performance environment
• Self-directed and proactive; able to add value immediately without hand-holding
• Driven, motivated, humble, and intellectually curious, with the desire to grow long-term
• Emotionally intelligent with sound judgment and composure under pressure
• Interest in philanthropy and health & wellness (mind, body, spirit) is a strong plus
• Must be a dog lover
• Values direct feedback, confidentiality, and accountability
• Operates with a competitive, leadership-oriented mindset

Technical Requirements

• Proficiency with the following tools is expected:
• Google Workspace & Microsoft Office
• Slack
• Notion
• Asana
• Concur
• Expensify