We're looking for a proactive, highly organized, and detail-oriented Executive Assistant to support our Founder & CEO and Chief of Staff. This position is vital to the daily success of our modern family office and creative ventures.
At its core, this role centers on providing high-level administrative and operational support, with the unique opportunity to act as a trusted liaison between our executive team and the Arts team. You'll help keep everyone connected and aligned by conducting regular check-ins with Arts team members and ensuring smooth communication across the organization.
Requirements Foundational Accountabilities - SCHEDULING AND CALENDAR MANAGEMENT
- Organize and maintain Nicholas' calendar, strategically prioritizing meetings to optimize his time and ensure a balanced workflow.
- Serve as a gatekeeper for meeting requests and communications, filtering priorities as needed.
- Prepare research briefs and key points for meetings, leveraging operational tools (e.g., virtual assistants, AI) to maximize efficiency.
- Work closely with Alex to align Nicholas' schedule with operational and strategic priorities.
- GENERAL EXEC SUPPORT
- Serve as a point of contact for the Arts team, conducting regular check-ins and facilitating strong collaboration between the Arts team and executive leadership.
- Act as a liaison with other Pardon & Optimism team members, keeping communication channels clear and reporting updates to Nicholas.
- Host and facilitate meetings on behalf of Nicholas when needed, ensuring continuity and representing the CEO's interests.
- CORRESPONDENCE
- Draft and manage personal and professional correspondence on behalf of Nicholas and the family office.
- Keep current on key relationships and provide updates on major developments.
- Coordinate event planning and gift sourcing/delivery for significant family office milestones and relationships.
- CONCIERGE - TRAVEL & LOGISTICS
- Arrange travel itineraries and manage logistics for Nicholas and team members, ensuring a seamless experience.
- Prepare travel documentation and make necessary adjustments as plans evolve.
- Occasionally travel with Nicholas and the Pardon team to provide on-the-ground support during events.
- PROJECT SUPPORT & EFFICIENCY
- Support creative projects, including preparing visual assets in Figma as needed.
- Assist in implementing systems that streamline daily operations and improve organizational efficiency.
- Collaborate with the People & Culture team to support internal messaging, cultural initiatives, and special projects.
- Research and coordinate with vendors as needed to support our Cannery Village Campus operations.
QUALIFICATIONS & SKILLS
- 3+ years of experience in an Executive Assistant or similar administrative role.
- Outstanding organizational skills with the ability to manage multiple priorities effectively.
- HR admin experience a plus
- Strong written and verbal communication skills
- Adept at relationship management and serving as a liaison across teams.
- Proficiency with scheduling tools, HubSpot, Figma, and other common office software is a plus.
- Ability to work autonomously in a fast-paced, evolving environment.
- Detail-oriented, proactive, and resourceful - you know how to get things done.
- Absolute discretion and integrity in handling confidential information.
Benefits At Pardon, we operate as a modern family office and creative venture studio, where ideas flourish and collaboration fuels meaningful work. This role will give you a front-row seat to diverse initiatives, a chance to help shape an evolving organization, and an opportunity to work closely with teams and leaders who value clarity, creativity, and community. We offer a competitive salary, vacation policy and benefits package.
