Executive Assistant

Admittedly • Santa Barbara, CA

20d • Hybrid

About The Position

The Executive Assistant will primarily support the CEO by managing schedules, coordinating meetings, anticipating needs, organizing priorities, and ensuring important details and follow-up items do not fall through the cracks. The role will also provide administrative support to members of the leadership team as needed. This position requires strong judgment, discretion, flexibility, and the ability to manage multiple priorities while remaining calm, responsive, and highly organized. The ideal candidate is someone who thinks several steps ahead, proactively identifies potential issues or opportunities, and takes initiative to solve problems before they become urgent. Because the role includes local errands, office management, and occasional in-person support, the Executive Assistant must be based in the Santa Barbara area and have reliable access to a personal vehicle. Personal-assistance responsibilities may also be required on an as-needed basis.

Requirements

• 3+ years of experience supporting a senior executive, founder, business owner, or leadership team in an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, or similar role.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities, deadlines, and changing needs.
• Highly proactive with a strong ability to anticipate needs, think ahead, and take action without requiring detailed direction.
• Demonstrated ability to exercise sound judgment and make thoughtful decisions in a fast-paced environment.
• Strong written and verbal communication skills.
• Excellent note-taking skills with the ability to clearly capture decisions, action items, owners, and deadlines.
• Comfortable working with ambiguity and adapting quickly as business priorities evolve.
• Strong attention to detail and a high standard for accuracy and follow-through.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Comfortable working independently while maintaining strong communication and alignment with the CEO and leadership team.
• Must be located in or within a reasonable commuting distance of Santa Barbara, California.
• Must have reliable access to a personal vehicle and a valid driver’s license.
• Must be comfortable completing local errands and supporting occasional in-person office, meeting, event, or operational needs.

Nice To Haves

• Experience with expense management, bookkeeping support, credit card reconciliation, or financial administration is preferred.
• Proficiency with Google Workspace, including Gmail, Google Calendar, Google Docs, Google Sheets, and Google Meet.
• Experience using collaboration and communication tools such as Slack, Zoom, project-management platforms, or similar tools is preferred.

Responsibilities

• Serve as a trusted administrative partner and primary point of support for the CEO.
• Manage and maintain the CEO’s calendar, including scheduling meetings, coordinating logistics, resolving conflicts, and protecting time for high-priority work.
• Anticipate upcoming needs and proactively prepare the CEO for meetings, deadlines, travel, and key decisions.
• Coordinate internal and external meetings, including agendas, meeting materials, attendee communication, and follow-up.
• Take clear, organized notes during meetings and document key decisions, action items, owners, and deadlines.
• Track follow-up items and proactively ensure commitments and next steps are completed.
• Help organize and prioritize incoming requests, communications, and competing demands on the CEO’s time.
• Draft, edit, and organize emails, documents, presentations, and other communications as needed.
• Coordinate travel, reservations, itineraries, and related logistics when required.
• Handle confidential and sensitive information with sound judgment and a high level of discretion.
• Identify potential scheduling conflicts, gaps, risks, or opportunities and recommend solutions before they become issues.
• Provide scheduling and administrative support to members of the leadership team as needed.
• Coordinate leadership meetings, including calendars, agendas, meeting materials, note-taking, and follow-up.
• Capture action items and help maintain accountability for key projects and leadership priorities.
• Assist with internal communications, planning sessions, team meetings, and special initiatives.
• Support cross-functional coordination by helping ensure important information, decisions, and next steps are communicated clearly.
• Help leadership team members stay organized and aligned when priorities or timelines shift.
• Manage financial and expense administration, including tracking, reconciliation, and reporting.
• Oversee expense submissions and ensure timely processing and compliance.
• Help maintain an organized, professional, and well-functioning office environment.
• Coordinate office supplies, equipment, vendors, deliveries, and other operational needs.
• Manage local errands and in-person tasks, including pickups, deliveries, purchases, event support, and other business-related needs.
• Assist with planning and coordinating company meetings, team gatherings, events, and occasional off-site activities.
• Identify office or operational needs proactively and take ownership of resolving them.
• Maintain organized records and systems related to office operations and administrative responsibilities.
• Provide occasional personal-assistance support to the CEO on an as-needed basis, including personal scheduling, reservations, errands, appointments, purchases, and other time-sensitive logistical needs when requested.
• Maintain appropriate discretion and professional boundaries while handling both business and personal matters.

Benefits

• Meaningful exposure to executive decision-making, business operations, strategic priorities, and the day-to-day work of building a fast-growing company.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed