Executive Assistant

Position Summary

This role is for a highly organized and flexible Executive Assistant who will directly support the Principal, Nick Mathers, while also handling light project coordination, bookkeeping support, and accounts payable work. The position is responsible for keeping schedules, communications, and everyday administrative matters under control so the Principal can stay focused on higher-level priorities. In addition, the role involves processing invoices, monitoring expenses, maintaining precise financial records, managing procurement tracking for items delivered to the Principal’s residence, and helping distribute bid materials to vendors. Success in this position requires someone who can move quickly between priorities, adjust to changing business and personal needs, and stay calm, accurate, and organized in a busy environment.

Key Responsibilities

• Provide broad daily executive support to Nick Mathers, including calendar oversight, scheduling, correspondence, and travel planning.
• Handle both business-related and personal administrative needs, such as setting appointments and managing special requests.
• Serve as the main point of contact between Nick and internal teams, partners, vendors, and service providers.
• Arrange domestic and international travel end to end, with complete itineraries and smooth coordination.
• Manage family health plans as well as vehicle insurance and registration renewals.
• Organize and coordinate household staff in Arizona and Santa Monica to maintain consistency and quality.
• Track household matters by communicating with contractors, collecting mail, following project progress, and ensuring work is completed to Nick’s standards and approved before any payment is processed.
• Support design and renovation initiatives for both personal and professional properties, including working with architects, designers, and contractors; scheduling site visits and project meetings; tracking budgets, schedules, and deliverables; sourcing materials, finishes, and furnishings when needed; and arranging site reviews and progress check-ins.
• Send a daily rolling task list and conduct three weekly check-ins to monitor priorities and progress.
• Keep an active understanding of the Principal’s financial picture by coordinating with the personal financial management team and tracking expenses, payments, budgets, and money movement.
• Monitor incoming email and correspondence on a daily basis and make sure responses are timely.
• Complete occasional errands as needed.
• Carry out additional duties aligned with the role and the needs of the business.

Requirements

• Proven experience as an Executive Assistant or in a senior administrative support position.
• Excellent organizational ability with strong attention to detail.
• Comfort working in a fast-moving, multi-entity environment.
• Strong communication skills, both written and spoken.
• Ability to manage several priorities and meet deadlines without close supervision.
• Working knowledge of Google Workspace, DocuSign, and document tracking tools.
• High level of discretion and professionalism when dealing with confidential information.
• At least 1 year of restaurant or hospitality experience is required or strongly preferred, along with a practical understanding of restaurant operations, including host responsibilities, floor management, reservations, and general service workflows.

Additional Information

This is an onsite full-time position based in Santa Monica, California.

The role also includes bookkeeping support, accounts payable tasks, procurement tracking for items delivered to the Principal’s residence, and distribution of materials to vendors for bid.

The hiring profile places emphasis on adaptability, the ability to reprioritize quickly, and the capacity to support both business and personal responsibilities as they evolve.