executive assistant El Segundo, CA
Job description
About the Position
The Executive Assistant works directly for the CEO. The position is primarily responsible for organizing, coordinating, and supporting the CEO’s word load. This individual must be successful in a fast-paced environment that requires unmatched organizational skills and impeccable attention to detail. Generally, the Executive Assistant role will manage both the executives' day-to-day business and personal activities, including strategic management and organization of their busy and complex schedules, coordinating meetings with internal and external contacts, tracking and processing expenses, and arranging travel. To perform this job successfully, the individual must handle highly sensitive and confidential information while exercising professionalism and discretion.
Responsibilities
- Manage the executive's daily schedule, including arranging and prioritizing appointments, meetings, and conference calls, and ensuring they are well-prepared for each appointment.
- Handle all travel arrangements, including booking flights, hotels, and transportation, and managing expenses.
- Track expenses, prepare expense reports, and process for reimbursement.
- Coordinate meetings and events, including preparing agendas, materials, presentations, taking minutes as needed and conducting necessary follow-up.
- Independently researches, prioritizes, and follows up on multiple incoming issues and concerns addressed to the CEO, including those of a sensitive and/or confidential nature; determines appropriate course of action, referral, and/or response.
- Proofread and format documents, including Microsoft Word and PowerPoint decks for internal and external presentations.
- Handle all communication-related tasks, including answering and screening phone calls, monitoring and responding to emails, greeting guests, drafting correspondence, processing mail, and other written deliverables.
- Responsible for maintaining effective electronic filing systems and processes for simplified document management.
- Manage Asana (cloud-based project management software) to increase executives' efficiency, productivity, and accuracy.
- Always manage confidential information with the highest level of discretion and practice good judgment and professionalism.
- Personal errands and activities to support the CEO.
- Other duties as assigned by the executives.
Requirements
- Minimum 5 years of experience as an executive assistant for a C-Suite individual in a high-performance work environment.
- Prefer candidates from financial services, commercial real estate, or architecture companies.
- Bachelor’s degree highly preferred.
- Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Adobe is essential.
- Fast typing speed and the ability to reformat documents in these programs will be crucial.
- Strong communication skills required.
- Proactive and anticipates needs, learning executive's needs and the organization's priorities.
Benefits
- Annual Bonus
- Medical / Dental / Vision / Life Insurance
- 401k Matching Program
- Equity Opportunities
- 12 Days Paid Vacation and 6 Days of Sick Time
- Educational Opportunities
Job Type: Full-time
Pay: $80,000.00 - $100,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
Ability to commute/relocate:
- El Segundo, CA: Reliably commute or planning to relocate before starting work (Required)
Work Location: In person
