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Executive Assistant to CEO

Job ID: EB-2124921515

Send your resume to info@insearchsf.com with the job ID

 

ATTRACTIVE FACTORS

  • Exciting chance to be part of positive culture and office environment with team events including birthday celebrations, bbq’s, and chilli cookouts
  • Opportunity to join a fast-growing company
  • Work in a dynamic and forward-thinking environment.
  • Diverse team with backgrounds and experiences shaping the future of technology.
  • Emphasis on positivity, emotional intelligence, and a growth mindset.
  • Focus on excellence above all, with opportunities to take ownership and achieve goals.
  • Additional benefits include 100% coverage of platinum medical, dental, vision, and life insurance plans for employees, 401k.
  • Equity in the company
  • Relocation stipend if you’re moving from outside of LA
  • Flexible vacation policy

 

KEY RESPONSIBILITIES

Responsibilities – Executive Assistance to the CEO

    • Proactively manage an extremely active calendar including the coordination of meetings, scheduling of appointments, and screening of meeting invitations.
    • Screen, manage and prioritize email or phone communications efficiently.
    • Ensure the CEO’s schedule is diligently followed and respected, providing accessibility to the CEO while also enabling them to get things done.
    • Book all travel and accommodations for business travel and provide clear itineraries to support business trips.
    • Provide a strong bridge between internal staff and the CEO to maintain credibility, trust, and support.
    • Participate in internal and external meetings to assist in agenda preparation, note-taking, and the circulation of notes following meetings.
    • Execute potentially confidential administrative duties involving Excel, Word and PowerPoint including typing letters, creating/updating spreadsheets, preparing professional notes to circulate broadly, and building presentations and other content.
    • Build strong relationships and maintain professionalism while engaging with employees, candidates, customers, investors, Board Members and others directly and on behalf of the CEO.
    • Oversee the CEO’s office operations, ensuring equipment is functional and any issues are addressed promptly.
    • Manage the CEO’s office inventory, including ordering and stocking meals, snacks, beverages, and any other office supplies.
    • Welcome and assist the CEO’s visitors, especially those coming for meetings or interviews with the CEO.
    • Prepare and set up the CEO’s office or Executive conference room for external meetings.

Responsibilities – Personal Assistance to the CEO

    • Manage personal appointments and calendar.
    • Support travel bookings and accommodations for personal travel.
    • Assist in other personal tasks, as requested.

 

TOP KEYS FOR CLIENT

  • Bachelor’s degree
  • A minimum of five years of experience supporting C-level Executives
  • Strong Microsoft Office and Google Suite skills
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly
  • Excellent attention to detail and accuracy
  • Ability to maintain confidentiality and discretion in handling professional and personal sensitive information, documents, and discussions within and outside the organization
  • Ability to cultivate productive working relationships across the company
  • High level of judgement as it relates to communication and prioritization with other executives, both internal and external
  • Ability to operate with a sense of urgency on a daily basis
  • Prolonged periods of sitting at a desk and working on a computer
  • Must be willing to travel to other company sites, vendors, and customers, as necessary — up to 25% travel (once a quarter)
  • Must be willing to work extended hours across evenings and weekends, as needed, for high priority requests (there is no expectation of 24/7 work)
  • This position is based in Torrance, CA and requires being onsite at least four days a week. Hybrid and remote work will not be considered