Executive Assistant

Vml • Newport Beach, CA

263d • $50,000 - $105,000

About The Position

With offices in Newport Beach, New York, Toronto and Montréal, Passport Brand Design (a VML company) is rapidly putting itself on the map as a trusted brand partner. We're passionate about offering creative leadership to global businesses seeking direction on high-level brand strategy, evergreen and seasonal campaigns, and creative executions across all touch points. Our holistic approach to brand identity begins by creating a strategic positioning and brand purpose, which is then translated into a core creative idea that has the power to align teams and guide a fully integrated marketing process. We are looking for people who love what they do, who want to stay inspired and inspire others, who want to do great work and work with great people. We are seeking a highly skilled and proactive Senior Executive Assistant to support a dynamic and fast-paced executive. This role requires an individual with exceptional judgment, a deep understanding of business operations, and the ability to seamlessly manage and project-manage both professional and personal priorities. You will serve as a true right hand-anticipating needs, driving execution, and safeguarding time and focus.

Requirements

• 7+ years of experience as an Executive Assistant, with at least 3 years supporting C-level executives.
• Proven ability to manage high-volume email communications with strong discretion and nuance.
• Experience handling complex schedules, multitasking, and prioritizing across workstreams.
• Strong written and verbal communication skills.
• High emotional intelligence and the ability to read between the lines.
• Tech-savvy with proficiency in tools like Google Workspace, Microsoft Office, Slack, Zoom, Asana, and others.
• Experience managing personal matters and a high level of comfort operating in both business and personal contexts.

Nice To Haves

• Impeccable discretion and confidentiality
• Exceptionally organized and detail-oriented
• Calm under pressure with a proactive mindset
• Able to anticipate needs and think several steps ahead
• High level of integrity, reliability, and professionalism
• Solution-oriented with a 'no task too small' attitude

Responsibilities

• Act as a trusted gatekeeper and liaison, representing the executive with professionalism and discretion.
• Manage complex and ever-changing calendars across time zones, ensuring priorities are aligned.
• Coordinate high-level meetings, events, and off-sites-including agenda preparation, logistics, and follow-ups.
• Prepare briefs, reports, presentations, and meeting materials, often with minimal direction.
• Handle confidential and sensitive information with utmost discretion.
• Monitor, organize, and triage a high volume of emails with discernment and context-awareness.
• Draft and respond to communications on behalf of the executive, maintaining voice and tone.
• Ensure timely follow-ups and execution of critical communications.
• Oversee both professional and personal projects, from inception to completion, ensuring deadlines are met.
• Coordinate travel-domestic and international-including itineraries, accommodations, and contingencies.
• Support personal life logistics such as appointments, home management, events, and family coordination.
• Manage task lists and ensure proactive follow-through across multiple domains.
• Process expenses, invoices, and financial documentation.
• Maintain digital and physical filing systems.
• Liaise with internal teams and external stakeholders on behalf of the executive.

Benefits

• Competitive benefits package
• Hybrid work approach with teams in the office an average of four days a week

What This Job Offers

• Career Level: Senior
• Industry: Professional, Scientific, and Technical Services