Executive Assistant Jobs in Phoenix, IL

About The Position

Requirements

• At least 3 years of experience supporting a high-level executive.
• Experience coordinating projects and maintaining trackers that clarify priorities, deadlines, and follow-ups.
• Strong Google Workspace skills, including Sheets, Docs, and Calendar; familiarity with AI and comfort learning project-management tools.
• Excellent written and verbal communication, organization, and attention to detail.
• Ability to prioritize, adapt, and handle multiple requests in a fast-paced environment.
• Discretion with sensitive personal and business information.
• Resourcefulness, critical thinking, urgency, and strong follow-through.
• A collaborative approach and confidence working through unfamiliar tasks.
• Ability to commute to Calabasas and Chatsworth, California.

Nice To Haves

• Experience supporting someone in entertainment, beauty, or a creative space.
• Interest in beauty, fashion, or entertainment.

Responsibilities

• Manage the co-founder’s business and personal calendar, appointments, and events; anticipate conflicts and prepare relevant details.
• Coordinate domestic and international business travel, including itineraries and logistics.
• Build and maintain project trackers covering priorities, owners, next steps, deadlines, and status updates.
• Turn meeting notes and requests into action items, follow up with relevant people, and flag dependencies, overdue work, and decisions requiring the co-founder’s attention.
• Coordinate ongoing and special projects with internal teams, external contacts, and vendors.
• Prepare meeting materials, take notes, and maintain organized records.
• Handle communications and serve as a discreet point of contact across departments and external relationships.
• Coordinate public outings, personal appointments, and errands, including beauty and fashion recommendations when needed.
• Help coordinate occasional household and service-provider needs.