Executive Assistant to the CEO
About The Position
The Executive Assistant will provide ongoing support to the CEO and assist with day-to-day activities, ensuring he can operate as efficiently and effectively as possible. This role will manage both personal and business-related tasks for the CEO, including coordinating calendars, planning meetings, organising travel, and handling other administrative responsibilities. The successful candidate will be highly energetic, motivated, and eager to become an integral member of the team, ensuring day-to-day activities run smoothly. The role will provide access to office space in Newport Beach, CA, for collaboration; however, the successful candidate must also be comfortable working remotely and providing support virtually. Essential to this position is the ability to work in a busy, fast-paced, and dynamic environment while engaging with both internal and external stakeholders. In addition, candidates should have experience supporting senior-level executives, along with excellent communication and organisational skills and the ability to manage a busy and constantly changing workload. Attention to detail, initiative, flexibility, and a positive, proactive approach are all essential.
Requirements
- Previous experience delivering support at CEO/Founder/Managing Partner level desirable
- Administrative support or coordination experience
- Highly educated to a degree level standard
- Previous experience in a busy, fast-paced, and challenging environment
- Ability to design and produce high quality presentation materials and decks.
- Ability to work under pressure and to tight deadlines
- First-class communication and organisational skills with the ability to liaise at all levels
- Strong attention to detail
- Be highly trustworthy, discreet, maintaining confidentiality, and exercising good judgment
- Highly proficient in Google Suite and Microsoft Office
- Friendly and collaborative, proactive and resourceful personality
- Understanding of how to prioritize and respond accordingly
- Strong writing skills and the ability to multitask
Responsibilities
- Comprehensive and flexible Executive-level support on various initiatives/projects
- Managing extensive global travel arrangements, including complex itineraries and scheduling over different time zones
- Appropriate gatekeeping of incoming communications, using judgement and initiative
- Preparation and drafting of outgoing internal and external communications
- Meeting arrangements / diary management
- Prepare meeting agendas, take meeting notes, assign action items and manage schedules
- Prepare invoices, budget reporting, and other status documents, using Word, Excel spreadsheets, or presentation software
- Contributes to a team effort by undertaking special projects as requested, including tasks such as background research or team event coordination
- Tracking daily expenses and preparing monthly reports
- Personal work for CEO’s family re coordinating and organisation of household
- Navigating Visa applications and travel restrictions for multiple passport holders
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What This Job Offers
Job Type
Full-time
Career Level
Executive
