Personal & Executive Assistant

Job Description

Job Description

Job Details

Schedule: Monday–Friday, 9:00 AM–5:00 PM
Location: Rhode Island (June–December), Arizona (January–May), with potential NYC relocation in 2027
Employment Type: Full-Time
Travel: Occasional domestic and international travel
Compensation: $4,000/month + up to $1,000/month toward rent and utilities
Reports to: Sol Pacheco & Cal Blumears
Start Date: Flexible, ideally mid-November 2026

About the Role

We’re seeking an exceptional Personal & Executive Assistant to support two entrepreneurs and content creators in the luxury lifestyle, beauty, and fragrance industries.

This is a dynamic, hands-on position combining personal assistance, executive support, lifestyle management, and business operations.

We’re looking for someone who is highly organized, resourceful, detail-oriented, and, above all, proactive.

The ideal candidate doesn’t simply complete assigned tasks. They anticipate needs, solve problems independently, and take ownership of responsibilities from start to finish.

From coordinating international travel and managing busy schedules to organizing fragrance collections, supporting content production, and handling everyday personal logistics, no two days will look exactly the same.

Our goal is to find someone we can trust to keep our personal and professional lives running smoothly, allowing us to focus on creativity, business growth, and enjoying our personal lives.

Key Responsibilities

Personal & Lifestyle Management

• Manage personal appointments, reservations, shopping, returns, and everyday errands.
• Coordinate household services, maintenance, deliveries, and supplies.
• Assist with organizing personal belongings, beauty products, and living spaces.
• Research and arrange experiences, activities, gifts, and special occasions.
• Coordinate pet-related appointments, supplies, and care.
• Proactively identify and handle everyday needs without requiring constant direction.

Calendar & Executive Support

• Manage personal and professional calendars, appointments, meetings, and deadlines.
• Anticipate scheduling conflicts and coordinate necessary arrangements.
• Provide daily updates on schedules, priorities, and upcoming commitments.
• Coordinate communication and scheduling with business partners, management, and vendors.
• Keep important documents, information, and projects organized.
• Follow up on outstanding tasks to ensure nothing falls through the cracks.

Content Creation & Fragrance Support

• Organize PR packages, product deliveries, fragrance samples, and inventories.
• Prepare products, props, equipment, and filming spaces for content creation.
• Provide occasional behind-the-scenes assistance during filming.
• Research fragrance launches, beauty products, industry news, and relevant trends.
• Help coordinate sponsored content logistics and campaign deadlines.
• Maintain organized fragrance collections, samples, and content-related products.

This is a content support and coordination role, not a video editing or social media management position.

Business & Brand Operations

• Provide administrative and operational support across multiple businesses, including a developing fragrance brand.
• Research vendors, manufacturers, products, and business services.
• Track samples, shipments, deadlines, and ongoing projects.
• Organize business documents, spreadsheets, creative references, and development materials.
• Follow up with vendors and external partners to ensure tasks are completed.
• Research solutions, present recommendations, and execute approved decisions.

Travel Planning & Lifestyle Concierge

• Research and coordinate flights, luxury accommodations, transportation, and experiences.
• Create organized travel itineraries for domestic and international trips.
• Handle reservations, travel preparations, and last-minute changes.
• Research restaurants, shopping destinations, activities, and unique experiences.
• Communicate with hotels, concierges, and travel providers.
• Anticipate travel needs and handle logistics from planning through completion.

The Ideal Candidate

We’re looking for someone who genuinely enjoys organizing, problem-solving, researching, planning, and making things happen.

You should be:

• Exceptionally proactive: You anticipate needs and take initiative without waiting for instructions.
• Highly organized: You naturally create systems, track details, and stay several steps ahead.
• Resourceful: You’re an excellent researcher who enjoys finding solutions, even when something seems difficult or impossible.
• Independent: You can take a project from initial instructions to completion with minimal supervision.
• Reliable: You follow through, meet deadlines, and take ownership of your responsibilities.
• Discreet: You understand the importance of confidentiality, privacy, and professional boundaries.
• Adaptable: You’re comfortable with changing schedules, priorities, and environments.
• Detail-oriented: You remember preferences, notice small details, and care about doing things correctly.
• Tech-savvy: You’re comfortable with calendars, spreadsheets, online research, and organizational tools.
• Personable and professional: You communicate clearly, remain calm under pressure, and maintain a positive, solutions-oriented attitude.

Most importantly, we want someone who takes genuine pride in making things run seamlessly behind the scenes.

Qualifications

Required:

• Previous experience in personal assistance, executive assistance, administrative support, hospitality, concierge services, or a comparable role.
• Excellent organizational, communication, and time-management skills.
• Strong research abilities and independent problem-solving skills.
• Proficiency with Google Workspace, spreadsheets, and digital organizational tools.
• Valid driver’s license and reliable transportation.
• Valid passport and willingness to travel domestically and internationally.
• Ability and willingness to relocate seasonally between Rhode Island and Arizona.
• Exceptional professionalism, discretion, and respect for confidentiality.
• Ability to work independently and manage multiple priorities.

Preferred:

• Experience supporting entrepreneurs, executives, content creators, or private individuals.
• Background in luxury hospitality, concierge services, beauty, fashion, or lifestyle.
• Familiarity with TikTok, Instagram, YouTube, and the creator economy.
• Interest in fragrance, beauty, fashion, and luxury experiences.
• Experience coordinating complex travel, household operations, or multiple ongoing projects.
• Familiarity with organizational tools such as Notion, Asana, or similar platforms.

Previous fragrance industry experience is not required. Strong organizational instincts, initiative, and resourcefulness are far more important.

What This Role Isn’t

This is not a traditional desk job, a full-time housekeeping position, or a social media management role.

While the position involves administrative responsibilities, it also requires hands-on personal assistance, errands, organization, research, travel coordination, and occasional filming support.

We’re looking for someone who enjoys variety, takes initiative, and is comfortable working closely with us in both personal and professional settings.

Compensation & Logistics

Compensation:

• $4,000/month base salary ($48,000 annually).
• Up to $1,000/month toward rent and utilities.
• Total potential annual compensation of $60,000, including the full housing allowance.

Schedule: Monday–Friday, 9:00 AM–5:00 PM.

Location & Relocation:

This position requires seasonal relocation between:

• Rhode Island: June–December
• Arizona: January–May
• New York City: Potential relocation in 2027

Candidates must be comfortable living and working in different states throughout the year.

The monthly housing allowance is intended to help offset housing expenses associated with this arrangement.

Travel: Occasional domestic and international travel for business and personal needs. Business-related travel expenses will be covered.

Start Date: Flexible, ideally mid-November 2026.

Confidentiality: Final candidates will be required to complete a background check and sign a nondisclosure agreement.

How to Apply

Please submit your resume along with a brief introduction explaining why you’d be a great fit for this position.

We’d especially love to hear about your experience managing busy schedules, coordinating complex logistics, supporting entrepreneurs, or independently solving problems.

We’re looking for someone who doesn’t just complete a to-do list, but makes our lives easier by staying several steps ahead.