Executive Assistant To The CEO

Blehealth • Camarillo, CA

18h • Onsite

About The Position

The Executive Assistant supports the Chief Executive Officer by managing information flow, streamlining interactions, and facilitating initiatives. The role requires confidentiality, discretion, tact, diplomacy, sound judgment, strong decision-making, excellent communication and customer service, project management, and attention to detail. The successful candidate proactively identifies situations and needs, exercises judgment, and carries out projects agreed upon with the CEO. The position also requires knowledge of executive administration, including business phone and in-person protocol, correspondence, travel arrangements, and event planning. The Executive Assistant may screen calls and speak on behalf of the CEO when needed.

The role provides administrative, operational, and project support to the CEO and departments across the organization. Duties include managing calendars and schedules; coordinating meetings, travel, and accommodations; preparing correspondence, presentations, reports, and other documents; handling records, invoices, expenses, and assigned personal-account paperwork; and supporting special projects. The Executive Assistant also routes front-desk voicemail, calls clients and documents those calls in client records, and responds to customer letters on the CEO’s behalf. The position is located in Camarillo, California, and involves driving and traveling with the CEO to different offices.

Requirements

• At least 1 year of experience in an administrative role.
• Bachelor’s degree in a related field preferred.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• High proficiency in Microsoft Office Suite or related software and ability to learn new or updated software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems, such as recordkeeping and filing.
• Ability to work independently and take initiative.
• Ability to prioritize and execute multiple tasks efficiently and with a sense of urgency.
• Ability to maintain confidentiality and exercise discretion, tact, diplomacy, and sound judgment.

Nice To Haves

• Experience supporting an executive is a plus.

Responsibilities

• Work with the CEO to provide administrative, operations, and project or initiative management support to departments across the organization.
• Drive and travel with the CEO to different offices.
• Draft and prepare letters, spreadsheets, memos, invoices, reports, presentations, and other documents for senior staff.
• Answer and transfer phone calls, screening them when necessary.
• Maintain assigned filing systems and records, including digital records, and retrieve requested information from records, email, minutes, and related documents.
• Maintain calendars for the department, supported executives, and other assigned leadership staff.
• Coordinate and schedule meetings, appointments, travel, and accommodations.
• Proofread legal documents and prepare redlines and final formatted documents.
• Receive and transmit third-party invoices and assist with tracking department expenditures.
• Gather and analyze data from internal and external databases as requested.
• Draft internal and external communications and correspondence on behalf of the CEO.
• Collaborate with other Executive Assistants to coordinate projects and schedules.
• Identify and elevate issues, and participate in strategic, solution-oriented discussions in response to identified needs.
• Help structure and focus broad-reach ideas being explored by the CEO and promptly recommend actions.
• Prepare meeting agendas and schedules, and submit expense reports.
• Participate in special projects and handle assignments as directed by the CEO.
• Maintain high service standards when working with internal and external partners, and maintain professionalism and strict confidentiality.
• Suggest priorities for scheduled and unscheduled meetings and events, and arrange personal appointments as needed.
• Manage the CEO’s calendar and arrange meetings, conference calls, video conferences, travel, and personal appointments.
• Prepare PowerPoint presentations, spreadsheets, and reports, and maintain the CEO’s long-term and daily schedules, including organizing time requests and coordinating meetings and travel.
• Process bills for payment, reconcile personal accounts monthly, and maintain paperwork for personal items to support compliance and accuracy.
• Complete projects and special assignments by establishing objectives and priorities, managing time, gaining cooperation, monitoring progress, solving problems, and adjusting plans.
• Anticipate needed assistance by identifying problems, needs, options, and solutions proactively.
• Retrieve front-desk voicemail messages daily and route calls to the appropriate department or individual.
• Call clients and document calls in client records.
• Respond to customer letters on behalf of the CEO.
• Perform other related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level