Executive Assistant to CEO

Job Description

The salary range for this position is $75,000-$85,000.

Executive Assistant to the CEO
Napa Institute | Irvine, California

Position Summary

The Executive Assistant to the CEO serves as a trusted partner to the Chief Executive Officer, providing exceptional administrative, operational, and personal support across business, philanthropic, family, and household responsibilities.

The candidate must be highly organized, proactive, discreet, and capable of anticipating needs, managing complex logistics, and exercising sound judgment in a fast-paced environment. The candidate is also required to be a practicing Catholic who fully supports the mission of the Napa Institute and the Busch family.

Key Responsibilities

Manage a complex executive calendar involving multiple businesses, nonprofit organizations, boards, family commitments, and external stakeholders.
Prepare schedules, briefing materials, itineraries, agendas, correspondence, reports, and presentations.
Coordinate domestic and international travel, including commercial and private aviation, accommodations, dining, transportation, and real-time itinerary adjustments.
Support personal and family logistics, including appointments, household scheduling, gifts, charitable commitments, and personal projects.
Assist with office operations, facilities, vendors, service providers, and process improvements.
Coordinate support staff, including reception, chauffeur services, and facility personnel.
Process invoices and expense reports; maintain organized files, records, and confidential documentation.
Handle sensitive information with absolute discretion and professionalism.
Work outside traditional business hours when necessary to support the CEO and family.
Qualifications

Five or more years of experience supporting C-suite executives, principals, entrepreneurs, or high-net-worth individuals.
Exceptional organizational, communication, project management, and problem-solving skills.
Ability to manage multiple high-priority responsibilities simultaneously.
Strong judgment, initiative, adaptability, and attention to detail.
High level of professionalism, discretion, confidentiality, and service orientation.
Advanced proficiency with Microsoft Office and Google Workspace.
Familiarity with artificial intelligence tools such as ChatGPT, Claude, and similar applications.
Experience coordinating domestic and international travel.
Valid driver's license and reliable transportation.
Required Qualifications

Practicing Roman Catholic in full accord with the teachings of the Catholic Church and supportive of the mission of the Napa Institute and the Busch family.
Understanding of Catholic teachings, Church structure, and the needs of ecclesiastical and lay leaders.
Experience in a CEO, entrepreneurial, family office, hospitality, nonprofit, luxury service, or estate operations environment.
Experience planning executive events, retreats, and complex gatherings.
Experience supervising vendors, contractors, and support staff.
Core Competencies

Executive presence; absolute confidentiality; anticipation and initiative; organization; project management; communication; relationship management; adaptability; hospitality; attention to detail; and professional judgment.

Why Join Napa Institute?

This is a unique opportunity to serve as a trusted member of the executive team while supporting the work of the Napa Institute across business, philanthropy, hospitality, and family operations. The position offers the opportunity to make a meaningful contribution in a dynamic, mission-driven environment.

-
We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

About the Employer

The Holy Spirit was certainly at work when we founded the Napa Institute over a decade ago. Since then, we have brought people together to deepen their faith by growing an authentic relationship with Jesus Christ and their fellow Christians. With open seating at meals and other opportunities to socialize, our events allow time for fellowship and friendship in a way that is unrivaled among Catholic conferences.

The Napa Institute inspires:

Deeper conversations
Deeper impact
Deeper faith
Deeper friendship