Looking for a seasoned Executive Assistant to be a supportive force who empowers the CEO & CMO. This is a critical, fast-paced role that requires the ability to multi-task and skillfully prioritize.
This role manages schedules, handles critical communications, ensuring the CEO & CMO focus on strategic initiatives and leadership responsibilities. This person should have experience working in an office environment, performing senior-level administrative duties and juggling competing priorities. We rely on executive assistants to be flexible, consistent and problem solvers.
Key Responsibilities:
Time Management & Processes:
Manage the CEO and CMO extremely active and complex calendars, prioritizing commitments, scheduling meetings, and ensuring deadlines are met. Plan and orchestrate work to ensure that CEO and CMO organizational goals are achieved.
Travel &Logistics:
Coordinate and arrange all aspects of complex domestic and international travel, including flights, accommodations, and detailed itineraries.
Meeting & Event Coordination :
Plan, organize, and facilitate internal and external meetings for the CEO and CMO, including client events, executive meetings and other special business events. Coordinate with the SF and Dublin office managers for on-site events.
Document & Presentation Preparation:
Prepare, edit, and finalize reports, presentations, agendas, memos and other essential documents for the CEO and the CMO.
Expense Management:
Manage and reconcile business and personal expense reports for the CEO, CMO and other senior executives and ensure they are in the HR system on a timely basis for reimbursement.
Information & Project Management:
Maintain organized and confidential filing systems, conduct research, and assist with special projects as needed.
Gatekeeping & Support:
Act as a gatekeeper to the CEO & CMO's time, ensuring effective communication and a seamless flow between the CEO and external contacts.
Qualifications:
Bachelors degree and equivalent work experience.
Proven experience (typically 3-5+ years) in an administrative role supporting C-level executives
Exceptional organizational and time-management skills with the ability to multitask and prioritize effectively
Superior concise written and verbal communication skills
Advanced proficiency with Microsoft Office Suite and other relevant technology.
A high level of professionalism and discretion in handling confidential information.
Ability to think proactively, solve problems, and take initiative with minimal supervision.
Strong interpersonal skills and the ability to build rapport with diverse stakeholders
A positive attitude and strong work ethic
Equal Opportunity Employer/Veterans/Disabled
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The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:
• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance
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