Administrative/Personal Assistant

Title: Administrative/Personal Assistant 

Position Type: Full-Time (30+ hours/week) 

Reporting Location: In-Person, Carlsbad, CA 

Schedule: Primarily Monday through Friday, 1 PM – 7 PM, with occasional shifts from 12 PM – 6 PM based on CEO’s needs. Occasional weekends may be needed for events. Flexibility is required to accommodate changing schedules. 

Salary: $20/hour 

Reports to: CEO 
 

OVERVIEW 

Verdani Partners is seeking a Administrative/Personal Assistant to work directly with a high-level executive with day-to-day personal and business-related. The ideal candidate must be flexible, resourceful, reliable, organized, detail oriented, and able to manage multiple responsibilities efficiently in a fast-paced environment. 

This position will be primarily focused on the personal and event planning tasks outlined below. The candidate will be cross-trained on administrative tasks for contingency purposes. The candidate will report directly to the CEO of Verdani Partners and will also need to collaborate with the operations team for administrative-related tasks. 

Please see the “About Us” section below or visit our website (www.verdani.com) to learn more about our firm.

RESPONSIBILITIES

Personal Assistant Tasks:

• Serve as the primary support for the CEO's personal and family-related needs, ensuring smooth daily operations.

• Schedule personal appointments for the CEO of company

• Help with pick-ups/drop-offs for CEO’s two kids (school, extracurriculars, sports, doctor appointments, etc.) 

• Run personal errands (pick up dry cleaning, return shipments, grocery shopping, etc.)

• Watch CEO’s dog (Luna – Portuguese Water Dog) as needed and help take the dog to grooming and vet appointments 

• Help manage CEO’s calendar

• Help support with CEO’s teaching tasks

• Event planning for CEO’s personal events

• Social media management for CEO 

• Pay CEO’s bills 

• Monitor CEO’s vehicles and manage care maintenance

• Monitor home organization and maintenance orders

• Other general errands and related tasks 

Event Planning Tasks:

Lead the execution of external community events (about 2/week, after 5PM). Collaborate with the operations team to support and execute internal team engagement events (2/month, typically before 5PM but may go later) and special company events (about 3/year, after 5PM).

• Assist with external community events (after 5PM), including vendor communication, event setup, event facilitation, and event breakdown (about 1-3 per week)

• Provide support for weekend events as needed (about 4-6 events per year)

• Support operations team with planning and executing internal team engagement events (workout classes, workshops, paint nights, etc.) and special company events (annual retreat, holiday party, birthday parties, etc.)

• Assist with event photography and manage social media updates (Instagram, Facebook, and LinkedIn) 

Administrative Backup Tasks:

Provide backup support to the primary operations coordinator during absences or when additional assistance is needed.

• Order office supplies, gifts, groceries

• Help mail packages

• Coordinate office procedures

• Administrative tasks related to our non-profit organization VIBE

• Other general errands and related tasks

QUALIFICATIONS & SKILLS 

We recognize that the job requirements may vary, and that not every candidate may possess all the required or preferred experience. We will consider candidates who demonstrate a combination of the required and preferred experience, as well as a proactive and positive "Can Do" attitude in their professional approach. 

Required: 

• High School Diploma

• Driver’s License

• Excellent verbal, written, telephone, and email communication skills

• Exceptional Organizational Skills

• Able to respond effectively to changing priorities and handle multiple tasks

• Resourceful problem solver, creative and solution-oriented

• Takes initiative and requires little oversight

• Must be honest and trustworthy

• Detail Oriented

• Team Player 

Preferred: 

• Proven admin or personal assistant experience 

• Passion for sustainability 

PLATFORMS & SOFTWARE 

Preferred: 

• Microsoft Office 365 applications such as Outlook, Word, Excel, PowerPoint, SharePoint, or their equivalents

• Collaboration platforms like Microsoft Teams, Slack or comparable tools

• Project management solutions such as Monday.com, ClickUp, or similar alternatives

WORKING CONDITIONS AND PHYSICAL DEMANDS 

During the execution of job responsibilities, the employee should expect the following conditions and demands associated with the role:

• Remaining in a stationary position for prolonged periods of time at a desk and working on a computer

• Repetitive motions involving the wrists, hands, and/or fingers 

• Occasional light to moderate lifting, bending, stooping, kneeling, or crouching may be necessary 

• Close vision requirements due to computer work 

• Adequate hearing for effective communication in-person and/or on the telephone 

• Ability to move objects weighting up to 25 pounds occasionally, 10 pounds frequently, and/or 5 pounds continuously.

• The job is performed indoors in a traditional office setting where moderate noise levels may be present.

Reasonable accommodations are available upon request to enable individuals to perform the essential functions of the job. 

LANGUAGE REQUIREMENTS  

• Fluent in English. Exceptional written and communication skills. 

ADDITIONAL POSITION RELATED DETAILS 

• Applicant must be authorized to work in the United States. 

ABOUT VERDANI PARTNERS  

Verdani Partners is a leading ESG consulting firm dedicated to advancing sustainability in the built environment on a global scale. Our mission-driven organization comprises an international team of experts with over 25 years of experience in real estate, sustainability, and ESG. We specialize in greening new and existing large building portfolios and supporting corporate sustainability needs. Verdani manages ESG programs for over 20 real estate firms with over $660 billion AUM and more than 8,900 properties across 1.3 billion square feet of diversified, global portfolios. Our core services include climate resilience, decarbonization, net zero strategies, healthy buildings, biodiversity, DEI initiatives, data management, green building certifications, ESG frameworks, regulatory and annual reporting, ESG education, and stakeholder engagement. Our clients consistently rank #1, #2, and in the top five among their peers on global real estate ESG benchmarks such as GRESB and A to A+ on PRI.

Verdani’s corporate ESG, technical services, communications, and green building certifications departments, along with our key program verticals and ESG workforce development programs, bring an impressive breadth of expertise to each portfolio and project. Our approach is to identify and prioritize effective solutions that can be sustained over the life of the building, adding economic, social, and environmental value along the way. As a GRESB Global Partner, GRESB Training Partner, and member of the GRESB Benchmarking Committee, we actively participate with USGBC, ULI Greenprint, and Nareit. Since 2023, Verdani has been a Certified B Corporation™, part of a global community of businesses that meet high standards of social and environmental impact, pledging to use business as a force for good®. Our talented team of experts combines passion with an above-and-beyond commitment to sustainability, delivering exceptional results for our clients while maintaining a balance between work and family needs. 

Verdani is a fast-growing organization that prioritizes community and employee well-being. We offer an array of excellent benefits, including flexible work schedules, health insurance contributions, life and short-term disability insurance, paid time off, a 401k program with employer contributions, an employee assistance program, annual educational and conference allowances, and monthly internet and food stipends. 

Joining the Verdani team means becoming part of something bigger. We are a diverse and dedicated group that feels more like a family, united by a shared goal: making a difference in the world now and for future generations. Our environment is laid-back yet professional, filled with talented individuals who believe in making work enjoyable and impactful. 

Verdani is an equal opportunity employer. We welcome all applicants regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. Verdani is committed to providing a work environment free of discrimination and harassment, ensuring equal employment opportunities for all employees. 

 
WELLNESS & BENEFITS 

Verdani is supportive of employee satisfaction, growth, health, and wellbeing. We offer many benefits including: 

• Medical, dental, vision, life, and short-term disability insurance 

• Paid vacation, holidays, sick leave, and volunteer time 

• Paid parental leave 

• Extra vacation days based on tenure 

• Floating holidays 

• Employee Assistance Program (EAP)

• Referral Program 

• Bereavement Leave 

• Annual allowance for professional certifications, training, memberships and attending professional conferences 

• Monthly internet/food stipend 

• Annual equipment allowance 

• Annual support allowance 

• Flexible work arrangements including work from home, flexible working hours, and flexible schedules with supervisor approval 

• 401K program with employer contributions 

• and more! 

Thank you for your interest in this position at Verdani Partners! 

**As a result of the large number of applications we receive, we are unable to provide immediate individual updates on your application status. However, if you are chosen for an interview, you will receive direct communication via email. 

Beware of imposters posing as recruiters! Always verify that emails, including those regarding job interviews and offers, come from Verdani's official email addresses, such as @applytojob.com or @verdani.com. Please note that we never send checks or request payment for equipment.