Project Manager Personal Assistant Jobs in California

Part-Time | On-Site | Multi-Company Support

We are looking for a highly organized, adaptable, and proactive Admin / Personal Assistant to support day-to-day operations across multiple businesses. This role is ideal for someone who thrives under pressure, is not intimidated by fast-moving or disorganized environments, and genuinely enjoys creating structure where it is needed.

The right person will be comfortable working with strong personalities, shifting priorities, and multiple projects at once. This is not a slow-paced desk role — we need someone who can jump in, take initiative, follow through, and help bring order, consistency, and efficiency to a busy entrepreneurial environment.

Key Responsibilities

Responsibilities may include, but are not limited to:

• Provide administrative and personal assistant support to business owners/operators
• Help organize schedules, meetings, reminders, follow-ups, and daily priorities
• Manage emails, texts, calls, notes, documents, and task lists as needed
• Assist with coordinating projects across multiple companies and teams
• Create structure around disorganized systems, files, communication, and workflows
• Track deadlines, assignments, and outstanding tasks to make sure nothing falls through the cracks
• Help prepare documents, reports, checklists, forms, and internal processes
• Communicate with vendors, clients, staff, partners, and service providers when needed
• Assist with errands, scheduling, ordering, bookings, and other operational needs
• Support basic business operations, customer service, marketing tasks, and team coordination
• Maintain confidentiality and professionalism when handling sensitive information
• Anticipate needs, identify problems, and offer practical solutions

Ideal Candidate we are looking for someone who is:

• Calm and effective under pressure
• Comfortable in a fast-paced, sometimes chaotic environment
• Highly organized and motivated to implement better systems
• Able to work with direct, strong, and entrepreneurial personalities
• Confident enough to ask questions, clarify priorities, and take ownership
• Flexible and willing to help wherever needed
• Detail-oriented but still able to move quickly
• Reliable, punctual, and consistent
• Comfortable multitasking across multiple businesses and responsibilities
• Professional in communication with staff, clients, vendors, and partners
• Able to keep confidential information private
• A self-starter who does not need constant hand-holding

Requirements

• Minimum 1 year of prior administrative, assistant, operations, office, or similar experience
• Strong written and verbal communication skills
• Strong organizational and time-management skills
• Ability to manage multiple priorities at once
• Comfortable using basic technology such as email, calendars, Google Docs/Sheets, task lists, and communication platforms
• Must be available to work on-site part-time
• Must be dependable, discreet, and able to follow through on assigned tasks

Preferred Qualifications

• Experience supporting business owners, executives, entrepreneurs, or small business teams
• Experience working across multiple companies, departments, or projects
• Familiarity with scheduling, CRM systems, customer communication, social media, or basic marketing tasks
• Ability to create systems, SOPs, checklists, and organized workflows
• Comfortable taking initiative and improving processes without being asked every time

Schedule

This is a part-time, on-site position. Exact hours and days may vary depending on business needs. Some flexibility is preferred.

Compensation

Compensation will be based on experience, availability, and overall fit for the role.

Why This Role Matters

This position is key to helping the businesses operate more smoothly. We need someone who can bring structure, organization, and follow-through to a busy environment with many moving parts. The right person will become a trusted support system and help leadership stay focused, organized, and efficient.

How to Apply

Please send your resume and a brief message explaining why you think you would be a strong fit for this role. Include any relevant experience supporting busy teams, entrepreneurs, executives, or small businesses.