Executive Assistant, CSO - Culver City, CA

Summary

Firm is looking for a motivated Executive Assistant (EA) experienced with C-suite executives to join our team. You will provide dedicated administrative support to a C-suite executive of a rapidly growing and fast- paced company. You will work on a one-to-one basis on a variety of tasks related to the executive’s daily schedule and allocation of time.

The ideal candidate will be experienced communicating with business leaders, and will be extremely detail oriented, reliable, and dependable. We are looking for someone who has a natural ability to multi-task, build presentations and handle complex calendaring schedules, that change on a day by day basis. This is a challenging and high-growth role where you will be working with high-level executives across multiple functions.

The EA will be responsible for setting and maintaining appointments, including calls and meetings, booking and tracking travel, receiving incoming calls and taking messages as well as additional administrative duties. 

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

  • Provide detail-oriented support to C-Level executives with a high level of discretion and automony

  • Proactive meeting coordination including: notices, attendee confirmations, conference room scheduling and technology set up, materials and presentation preparation, meal and travel coordination and monitoring the ongoing needs and requirements of meetings in process

  • Ability to maintain privacy and confidentiality. Requires good oral and written communication skills. Representation of the C-Level executive and institution internally and externally. Will work collaboratively with other administrative staff within the company to foster consistency in message and team work

  • Proactively manage and optimize complex calendars (calls, meetings, video conferences, interviews)

  • Own all other day-to-day administrative functions for assigned executives (e.g., processing expense reports, reviewing and approving team expense reports, conference registration, compose and prepare correspondence (sometimes of confidential nature), travel and itinerary planning, mailing, shipping, faxing, scanning, filing, running errands, maintaining contacts, coordinating with vendors, greeting visitors, )

  • Fulfill incoming requests, resolving scheduling conflicts and prioritizing competing needs with little to no supervision

  • Completing and submitting expense reports on behalf of executives

  • Professionally representing executives in communications with the internal staff, external vendors, and all others

  • Work closely and effectively with the C-suite to keep them well informed of upcoming commitments and responsibilities, and following up appropriately

  • Prioritize conflicting needs and handle matters quickly and proactively

  • Consistently meet deadlines with minimal supervision

  • Assist with event planning and special projects as needed

  • Project management and special projects

Requirements

  • BA Degree

  • 5+ years of experience as an Executive Assistant supporting VP / SVP / C-Level Executives in a fast- paced and growing company

  • High integrity, service orientation and discretion

  • Proven track record with handling confidential/sensitive information with discretion

  • Long-term career interest as an Executive Assistant with demonstrated longevity in previous roles

  • Proactive and creative problem solver with demonstrated ability to resolve issues in a timely manner

  • Excellent written, verbal, and nonverbal communication skills

  • Proactive self-starter who can anticipate needs, is dependable, reliable, and preserves confidentiality with the utmost integrity

  • Word, Excel, PowerPoint and Keynote experience

Competencies

  1. Flexible and adaptable

  2. Clear communication

  3. Team player

  4. Customer service focused

  5. Office 365 expert

  6. Proactive self-starter

  7. Looks for ways to improve inefficiencies

  8. Problem solver

  9. Thrives in a fast-paced environment

 Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 9:00 a.m. to 6 p.m. Overtime and weekend work will be required.

Travel

Minimal is expected for this position.

Required Education and Experience

  1. Proven experience as an executive administrative assistant, senior executive assistant or in other administrative position

  2. Full comprehension of office management systems and procedures

  3. Excellent knowledge of MS Office

  4. Proficiency in English

  5. Exemplary planning and time management skills

  6. Ability to multitask and prioritize daily workload

  7. High level verbal and written communications skills

  8. Discretion and confidentiality

  9. Four-year college degree

  10. Proven track record in a fast-paced environment

  11. 5-7 years of related experience

Preferred Education and Experience

  1. 7-10 years of related experience

Member Login
Welcome, (First Name)!

Forgot? Show
Log In
Enter Member Area
My Profile Not a member? Sign up. Log Out