Executive Assistant Job at Pardon Ventures in Newport Beach

About Pardon

Pardon is a modern family office and venture studio, dedicated to the entrepreneurial endeavors, curatorial and artistic pursuits, and investment portfolio of Nicholas Pardon.

At our core is the spirit of invention and a drive to bring our wildest and most inspiring ideas to life. Powered by a diverse group of designers, strategists, and capital allocators, we work together to launch self-sustaining ventures and empower organizations we believe in.

The Pardon team is distributed across the globe, with key hubs in Orange County, Denver, and New York City.

About the Role

The Executive Assistant (EA) will provide high-level administrative support to Nicholas Pardon, Founder & CEO, and operational support to Alex Sadowski, Associate Director of Atelier Operations. Additionally, the EA will serve as a digital resource for the NYC and Denver based Managing Director and Head of Finance. This role requires a proactive, organized, and detail-oriented individual who will enhance daily operations through schedule management, communication coordination, family office correspondence, and system implementation. The EA will function as a central liaison, facilitating efficient interactions between Nicholas, Alex, and Pardon & Optimism team members, while supporting the overall productivity of the executive team.

Accountabilities

• Scheduling & Calendar Management
• Organize and oversee Nicholas' calendar, prioritizing meetings and optimizing his time to maintain a balanced schedule.
• Serve as a gatekeeper, managing meeting requests and filtering priorities.
• Develop strategies to improve Nicholas' calendar flow, fostering an enhanced work-life balance.
• Prepare pre-meeting research briefs and synthesize essential points for Nicholas and other executives.
• Draft and facilitate internal and external communications for Nicholas, coordinate follow-ups, and send reminders for key meetings and deadlines.
• Coordinate seamlessly with Alex to align Nicholas' schedule with operational priorities and important events (Executive Assistant).
• Serve as a liaison with Optimism employees, maintaining communication channels and reporting updates to Nicholas.
• Coordinate communication with key contacts, ensuring it remains consistent and responsive.
• Host and facilitate meetings on behalf of Nicholas when required, representing his interests and ensuring continuity.
• Keep up to date on key relationships and update Nicholas on major changes/advancements.
• Draft personal correspondence from Nicholas and the family office throughout the year and as pertains to major events.
• Coordinate event planning and gift-sourcing/delivery on behalf of Nicholas for key family office relationships.
• "Concierge" -Travel & Logistics Coordination
• Arrange travel itineraries, manage logistics, and ensure smooth travel experiences for Nicholas and team members as needed.
• Prepare necessary travel documentation and adapt itineraries as plans evolve.
• Occasionally travel with Nicholas and the Pardon team to maintain continuity of executive support during events.
• Assist Nicholas with Figma projects, including preparing visual assets and supporting creative efforts.
• Collaborate with Alex to implement organizational systems that improve efficiency in Nicholas' day-to-day activities.
• Support team cultural initiatives and event planning, working alongside the People & Culture team to produce internal messaging and coordinate special projects.
• Research and coordinate with vendors when needs arise for maintaining operations at the Cannery Village Campus.

Qualifications

• Are highly organized and innately curious, with an entrepreneurial spirit.
• Adept at digital tools - calendaring, emails, various tools (Google Docs, Notion, Figma, etc) - and easily able to assess, select, and learn new tools when needed.
• Have outstanding written communications skills - an effortless ability to write concisely and precisely.
• Are able to "multi-track" on a daily basis, i.e. creating docs, sending emails, and doing bits of research in between zoom calls and meetings, for large portions of each day 4-5 days a week.
• Are motivated to support and learn from executives building a portfolio of holdings in values-driven ventures and businesses.
• Have an eye for detail, a commitment to excellence, and a high bar for your work and the work of your colleagues.
• Have a passion for the arts, a taste for luxury, or a preference for beautiful aesthetics.

$75,000 - $100,000 a year

Our Commitment

We aim to provide equal opportunity for all. We are firm believers in the strength of diversity and aim to build teams of individuals that offer unique perspectives, come from different backgrounds, and challenge each other to be better every day!