Hiring: Junior Executive Assistant

Location: Rancho Santa Fe, CA. USA

Type: Full-Time

Min. Experience: 3+ Years

Salary: $40+/h D.O.E.

Employment: Six (6) month contract

Approx. Start Date: ASAP

Accommodation: Live-out.

ABOUT US

Handgraaf Estates is a privately held luxury company based in La Jolla, CA. that provides the highest level of Private Staffing and Estate Management. We tailor our service to the exact needs of every client and strive for nothing less but the highest level of service.

PLEASE SEND CV & REFERENCES TO

info@HandgraafEstates.com

SUMMARY

We are seeking a highly capable, discreet, and proactive Junior Executive Assistant to support the principals of a private estate in Rancho Santa Fe. The ideal candidate is resourceful, solutions-oriented, and thrives in a dynamic environment with evolving priorities.

This role requires exceptional organizational and administrative skills, a calm and composed demeanor, and a polished, professional presence.

The candidate will work closely with estate owners and executive teams to manage complex calendars, coordinate detailed travel, and oversee administrative functions. We are looking for a quick learner, highly detail-oriented person that possess excellent written and verbal communication skills, with an innate ability to anticipate needs before they arise.

REQUIREMENTS

• Bachelor's degree or equivalent experience in estate management, business administration, or a related field.

• Minimum of 3 years’ experience supporting high-profile individuals, families, or C-suite executives.

• Prior experience with financial administration, vendor management, and payment processing is a strong advantage.

• Proficiency in managing multiple tasks with grace and precision.

• Exceptional organizational, correspondence, and follow-up skills.

• Local to San Diego County with reliable transportation to Rancho Santa Fe.

• Ability to maintain confidentiality and discretion at all times.

• Flexible availability (occasional after-hours or international support may be required).

• Professional, pleasant, and quietly confident demeanor.

PRIMARY DUTIES

Executive & Calendar Support

• Manage complex personal and professional calendars, including meetings, appointments, and family commitments

• Coordinate all aspects of travel planning – domestic and international, commercial and private aviation

• Support business scheduling and liaise with external contacts and stakeholders on behalf of the principals

• Handle logistics for events, meetings, and travel itineraries with attention to detail and discretion
  

Business Communication & Operations

• Serve as a liaison between the principals and business partners, vendors, and executive staff

• Draft, proofread, and manage sensitive correspondence and confidential documents

• Coordinate with the Estate Manager on property-related business activities and projects
  

Administrative & Household Oversight

• Maintain an organized filing system and manage all incoming/outgoing mail

• Track property and vehicle insurance policies and renewals

• Oversee seasonal maintenance schedules and vendor visits

• Assist with expense tracking and coordinate with accounting and financial advisors

 OUR CORE VALUES

● Principal’s First

Ability to stay focused on meeting and exceeding the Principals needs

● Learn from mistakes

Able to admit mistakes upfront and seeks the truth. Learns and grows from mistakes. Makes thoughtful choices and provides solutions to avoid future mistakes.

● Conscientious

Finishes duties mindfully, effectively and promptly.

● Dedication

Shows a deep commitment to the role and people.

● Accountable

Takes ownership of tasks and time for due diligence.

● Independent

Thinks, acts and finds solutions independently.

● Resilience

Does not complain or shy away from assigned work. Confronts difficulties with a positive outlook.