Executive Personal Assistant to CEO

JOB ID: EB-1891921919

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

 

POSITION:

Executive Personal Assistant to CEO

 

HOURS:

In office 3 days/week (Monday, Thursday and either Tuesday or Wednesday)

 

The Executive & Personal Assistant to the CEO & Founder supports the organization’s vision, mission, and strategic mandates, serving as the CEO’s right hand. This role is critical for driving near- and long-term goals by managing their priorities, streamlining organizational effectiveness, and overseeing key administrative and personal responsibilities. The role is cross-functional, interacting with internal and external teams as well as the CEO’s network of professional and personal relationships.

 

ATTRACTIVE FACTORS:

Be a part of an exciting, team-oriented environment

Work alongside very bright, enthusiastic people who are passionate about what they do

Opportunity to interface/interact with high-profile and interesting clients

Career growth after two years (first EA is now VP of Talent)

 

KEY RESPONSIBILITIES:

• Strategic Support & Calendar Management:

• • Manage the CEO’s calendar for all professional and personal engagements, balancing priorities and coordinating with key stakeholders to ensure alignment across the company’s objectives.
  • Oversee staff’s general company calendar, scheduling and coordinating meetings, company-wide commitments, and events.
  • Lead on executive communications, prioritizing time and ensuring efficient time management based on the CEO’s objectives.

• Travel Coordination:

• • Coordinate and prepare travel arrangements for the CEO and Senior Staff, to ensure smooth and well-organized itineraries for both domestic and international trips, including CEO’s routine travel between LA & NY.
  • Provide on-road support by scheduling transportation, meals, client entertainment, and more.

• Meeting Preparation & Follow-Up:

• • Prepare documents, agendas, and briefing materials for meetings, attending and taking notes as needed. Organize follow-ups to ensure action items are tracked and completed.
  • Create and manage a “weekend binder” and other weekly reports for historical documentation and forward planning.

• Client & Project Organization:

• • Organize, maintain, and update client grids and project databases, assisting with CRM management and contact records to support client relationships and business development.
  • Conduct research for company initiatives, projects, and new business opportunities, preparing findings for the CEO.

• Communication Management:

• • Manage inbound and outbound communications, including emails and calls, drafting responses, and coordinating all follow-ups.
  • Communicate proactively and transparently with stakeholders, building and maintaining relationships with professional contacts, and facilitating introductions as required.

• Personal & Office Organization:

• • Handle personal tasks such as coordinating deliveries, maintaining regular supplies, managing errands, and supporting personal and professional commitments.
  • Organize and oversee day-to-day management in both the LA and NY offices, with a particular focus on the CEO’s NY home office where the team works. Ensure both locations are fully stocked with necessary supplies, including office essentials, groceries, and personal items to support a productive and comfortable environment.
  • Maintain continuity between locations to meet the CEO’s needs while traveling, keeping each space well-prepared and organized for both work and personal use.
  • Plan and organize team off-sites, company outings, and other events, ensuring seamless logistics while proactively identifying opportunities to further strengthen company culture and enrich staff experiences.

• Financial & Operational Assistance:

• • Partner with the accounting and business team to manage expenses, ensuring timely processing.

 

TOP KEYS FOR CLIENT:

• Minimum of 3 years of senior-level executive support experience, with proven skills in managing high-volume travel, complex scheduling, and cross-functional collaboration.
• Exceptionally detail-oriented with strong organizational and time-management abilities.
• Adaptable and resilient, able to handle sensitive and confidential information with the utmost discretion.
• Strong written and verbal communication skills, with a polished, professional demeanor.
• Emotional intelligence and exceptional interpersonal skills, able to build and nurture professional relationships.
• Interest or experience in entertainment is a strong plus.