Project Manager, Executive Support

This position is onsite at one of our Santa Monica location. Relocation expenses are not provided. Who We Are: Our every action is a love letter to the world. Our Mission is toBOOSTpeople to be their best selves so we can improve the world together. Sound ambitious? We believe we can achieve it if we work together because no one can succeed alone — which is why we needyou! Are you ready? Who You Are: TheProject Manager, supporting the Executive team, leads complex, multi-faceted projects, managing their entire lifecycle from initiation to completion. Projects will range from traditional business initiatives to unique, non-traditional assignments such as personal organization, event coordination, and residence-related planning and coordination. This role also involves an element of personal assistant–type responsibilities in a project management context. These projects, which vary in scope, timeline, and budget, require close collaboration with internal teams and occasional external vendors. You may serve as the bridge between the Executive team and external partners. As the Project Manager, you will lead and manage projects that ensure the Executive team’s operations are organized, efficient, and aligned with company goals. This role requires a high level of organization and discretion, ensuring that matters related to the principals are handled with utmost confidentiality and precision. Exemplifying Scrum values, the Project Manager role fosters a positive, results-oriented environment that encourages transparency and adaptability. This role involves hands-on leadership applying project management techniques to guide team members toward successful project outcomes, ensuring alignment with organization goals while promoting continuous improvement through Agile methodologies. In addition to leading projects, the Project Manager also provides mentorship, guidance and training within their team. You’re an energetic, passionate self starter who wants to make a difference in the world. You’re good at pivoting; remaining fast and flexible while sometimes wearing multiple hats (or even the entire wardrobe). Youthriveunder pressure and are driven by results. You’re accountable and responsible to yourself and those around you, and able to check your ego at the door. You’re a problem solver and critical thinker with a solution and action oriented mindset. You’re able to take instruction and feedback as well as give it with stellar verbal and written communication skills. And, most importantly, you’re ready to invest and grow within our company. We always have plenty of opportunities — you are your only limit! What You'll Do: • Implement Scrum and Agile methodologies across the Executive Support department to develop project plans, managing from inception to completion; encompassing both traditional and non-traditional projects. • Track project progress and performance through regular monitoring and reviews to ensure goals are met, lessons are applied to future planning, and the team adapts quickly to ever-changing needs. • Oversee the procurement process for materials and services, including obtaining samples, and coordinate errands or deliveries as required for projects. • Work independently with limited supervision while adapting to varying communication styles as needed. • Schedule and attend meetings (onsite or virtually) to provide administrative support, such as preparing meeting agendas, taking detailed and clear meeting notes, and identifying action items. • Coordinate with cross-functional teams (internal and external) to delegate tasks, give or receive project updates, and move projects toward the finish line. • Persistent follow-up with the team as needed to ensure tasks are completed. • Prepare and present project status reports to senior leadership as needed. • Lead project debriefs to discuss project outcomes and learnings as the basis for future planning. • Conduct research on external vendors, request and review pricing, quotes, etc. with extreme attention to detail. • Utilize our internal project, knowledge database, and file management processes to execute projects and tasks from inception to completion. • Learn new platforms and assist with creating, implementing, and maintaining training materials, best practices, and SOPs for the team to ensure adherence to internal standards. • Communicate effectively within the organization and with external partners while maintaining clear documentation of projects and needs. • Collaborate with peers to ensure alignment of vision, strategy, and execution of department goals. • Remain highly flexible and adaptable, demonstrating the ability to pivot quickly while keeping priorities in mind based on size, scope, and timeline of projects. • Perform regular audits on projects and platforms to ensure deliverables are progressing, blockers are being routinely removed, procedures are being followed, and platforms are being maintained. • Standardize and implement organization-wide project management methodologies to enhance operational efficiency and achieve strategic business outcomes. • Implement Scrum and Agile methodologies across the Executive Support function, including facilitating Sprint events and supporting self-managing teams. • Collaborate with cross-functional teams to integrate Agile and Scrum practices, improving project efficiency and transparency. • Manage residence-related planning and coordination projects for principals, ensuring vendors, timelines, and budgets are aligned and that deliverables meet expectations. • Other projects or duties as assigned. What You’ll Bring: • Bachelor’s Degree and PMP Certification is required. • 5+ years of experience in project management, including managing both traditional and non-traditional projects. • Exposure to Agile methodologies and Scrum with a background as a Jr Scrum Master, Scrum Master, or Product Owner role outside of application in software development is preferred. • PSM, CSM, PMI-ACP, PSPO, CSPO certifications preferred. • Knowledge of project management — including design, coordination, resource management, and delivery. • A proven track record of organizing project teams to accomplish project goals and drive measurable results. • Experience supporting executives across both personal and business priorities, with the ability to manage diverse and evolving needs. • Ability to juggle multiple projects and tasks while also helping the team keep focused on priorities in an ever-changing environment. • Demonstrated ability to handle highly confidential projects and sensitive information with discretion, integrity, and professionalism. • Experience with budget management and cost control is a plus. • Previous work in a startup environment is a plus. • Technical skills in implementation, automation, and workflow creation are a bonus. • Experience working with or within a UHNWI family office or similar high-net-worth entity preferred. • Tech-savvy attitude with a thirst for learning new things; Proficiency in G-Suite, project management software, Slack. • Experience managing multiple complex workflows at once. • Excellent verbal and written communication skills, with an open and ego-less communication style. • A compassionate, positive, patient, solutions-oriented attitude and service-oriented mindset. • Excellent judgment, critical thinking, and decision-making skills, with the ability to thrive under pressure and solve problems as they arise. • A service-driven attitude, with a passion for exceeding expectations. • Strong aesthetic sensibility with an eye for refined presentation. • Exemplary organizational skills and multitasking abilities, with superior ability to identify and follow up on action items and tasks. • Excellent prioritization of assignments and effective time management, with the ability to manage multiple projects and deadlines with efficiency. • Ability to conduct research and provide actionable insights. • Ability to pivot quickly with frequently changing priorities, remaining fast and flexible at all times. • Proactive self-starter with superior attention to detail. • An understanding of professional and client services with strong interpersonal skills and an approachable and professional demeanor. • A discreet and stellar level of professionalism and confidentiality while handling and responding to principals’ and leads’ needs and requests in a timely manner. • The ability to be a team player who's also able to work independently. • Proficiency in Spanish is a plus. • Availability to work evenings and weekends as required. • While most projects will be managed on-site, some projects may require the ability to travel as needed. Physical Requirements/Work Environment: • Ability to lift and carry up to 50 pounds repetitively. • Prolonged periods of sitting or standing and working on a computer for 8+ hours/day. Work Authorization/Security Clearance Requirements: • N/A EEO Statement: This is an Equal Opportunity Employer. We are committed to a work environment that supports, inspires and respects all individuals without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, marital status, age, disability, national or ethnic origin, military service status, citizenship or other protected characteristics. **Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the team member for this job. Duties, responsibilities and activities may change at any time with or without notice.** We can’t wait to meet you. Bye for now! Job Type: Full-time Pay: $95,000.00 - $110,000.00 per year Benefits: • 401(k) matching • Dental insurance • Health insurance • Life insurance • Paid time off • Vision insurance Ability to Commute: • Santa Monica, CA 90404 (Required) Ability to Relocate: • Santa Monica, CA 90404: Relocate before starting work (Required) Work Location: In person