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Executive Operations Assitant
Executive Operations AssitantKisco Senior Living • Carlsbad, CA, United States
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Executive Operations Assitant

Executive Operations Assitant

Kisco Senior Living • Carlsbad, CA, United States
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Executive Operations Assistant

The Executive Operations Assistant at Kisco Senior Living provides comprehensive support to the CEO, ensuring administrative, operational, and financial activities run efficiently across both business and personal domains. This role requires a highly organized, detail-oriented, and dependable professional with exceptional communication and discretion. The ideal candidate is proactive, precise, and technologically savvy, capable of managing complex priorities and maintaining structured systems that uphold the highest standards of accuracy and accountability.

Standards of Excellence

  • Model company Principles, Values, and Beliefs (PVBs) in all actions and interactions.
  • Develop and maintain effective relationships and clear two-way communication with associates across departments.
  • Approach all encounters with professionalism, integrity, and a strong customer-service mindset.

Key Responsibilities

  • Manage complex calendars, correspondence, and scheduling with accuracy and discretion.
  • Coordinate detailed travel arrangements, itineraries, and required documentation (including private aviation).
  • Process invoices, expense reports, and credit card reconciliations; track budgets and payments with accounting and tax teams.
  • Prepare and maintain clear, accurate financial and operational reports.
  • Maintain organized digital and physical filing systems.
  • Handle confidential information with professionalism and sound judgment.
  • Support CEO workflow, ensuring priorities, deadlines, and deliverables are consistently met.
  • Coordinate vendors and maintenance schedules for approved residential projects, including quotes, access, completion verification, and invoice routing.
  • Leverage AI tools (e.g., Microsoft Copilot, ChatGPT, automation utilities) to streamline administrative processes and enhance productivity.
  • Continuously learn and adopt new technologies and AI-driven solutions to improve efficiency and accuracy.

    • Education & Experience

  • Bachelor's degree required
  • Minimum of 3 years experience as an Executive or Personal Assistant, or House Manager
  • Strong experience managing travel logistics and coordinating vendors or contractors
  • Background in finance, accounting, or bookkeeping preferred
  • Bi-lingual (Spanish) preferred

    • Knowledge, Skills & Abilities

  • Proven experience supporting senior executives with discretion and professionalism
  • Strong proficiency with Microsoft Office (Excel, Outlook, Word, Teams); ability to learn new tools quickly
  • Exceptional organizational and time management skills with strong follow-through
  • Excellent written and verbal communication; able to adapt communication for different audiences
  • Highly attentive to detail; committed to consistency and process integrity
  • Demonstrates humility, reliability, and professionalism
  • Values accuracy, efficiency, and continuous improvement over hierarchy
  • Comfortable using and learning AI and automation tools to optimize work
  • Thrives in a structured environment with defined expectations and clear systems

    • Working Conditions

  • Hybrid work schedule with travel for meetings, events, or household coordination
  • Requires ability to maintain confidentiality and professionalism at all times
  • Standard office equipment used; occasional lifting of up to 25 lbs may be required

    • What's in it for me? (Great Question!)

  • Competitive pay : $75,000-$100,000 / Yr. Based on Experience
  • Healthcare Benefits including Vision & Dental
  • Matching 401k
  • Paid Time Off
  • Rewards and Bonus Opportunities
  • Continuous Training and Growth Opportunities

    • What do we do?

    We create a great place to live for our residents and a great place to work for our associates. Kisco Senior Living has been dynamic, award-winning leader in the senior living industry for over 30 years.

    All offers of employment are subject to satisfying our pre-employment process which includes : successfully passing a drug screen, TB Test and Background Check

  • Kisco Senior Living is an Equal Opportunity Employer
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    Assitant • Carlsbad, CA, United States

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