Job Summary
We are seeking a highly organized and proactive Executive Assistant to support our CEO. This role is essential in ensuring the smooth operation of the executive office, providing comprehensive administrative support, and managing various projects. The ideal candidate will possess exceptional communication skills, strong attention to detail, and the ability to handle multiple tasks efficiently in a fast-paced environment.
Responsibilities
- Provide executive administrative support to the CEO, including calendar management and scheduling appointments.
- Coordinate and plan events, meetings, and conferences, ensuring all logistics are handled seamlessly.
- Manage correspondence and communications on behalf of the CEO, maintaining professionalism and confidentiality.
- Utilize QuickBooks for bookkeeping tasks and financial record management.
- Assist in project coordination by tracking progress, deadlines, and deliverables with urgency and concise, timely communication.
- Maintain organized filing systems for documents and records, both physical and digital.
- Handle data entry tasks with accuracy, ensuring all information is up-to-date.
- Perform proofreading and transcription duties for documents as needed.
- Provide customer service support by addressing inquiries and resolving issues promptly.
- Excellent phone etiquette while managing incoming calls effectively.
- Utilize Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace for various administrative tasks.
- Maintain art inventory, shipping & receiving of art pieces
- Maintain CEO residences, personal inventory and vehicles.
- Work with contractors and vendors.
- Periodic travel among CEO residences is required
Qualifications
- Proven experience in an executive administrative support role or as a personal assistant is required.
- Strong organizational skills with the ability to prioritize tasks effectively.
- Proficiency in Microsoft Outlook Calendar for scheduling purposes.
- Familiarity with DocuSign for document management is a plus.
- Excellent typing skills with attention to detail in data entry tasks.
- Previous office management or clerical experience is advantageous.
- Strong computer literacy with the ability to quickly learn new software applications.
- Effective communication skills both verbally and in writing, with a focus on professionalism.
- Must have a valid California Driver's License.
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Movement within an office environment, travel by plane, and operation of a motor vehicle.
- Ability to write by hand and use keyboard extensively to perform general office functions.
- Ability to communicate by speech and hearing continuously.
- Visual acuity needed for close detail work and computer use.
- Ability to sit for extended periods of time.
- Ability to occasionally walk, stand, stoop, kneel, crouch, and reach with hands and arms.
- Ability to occasionally lift and carry up to 20 pounds (periodic lifting of supplies).
Equal Employment Opportunity Statement:
We provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
This position requires a dedicated individual who can thrive in a dynamic environment while providing exceptional support to our CEO. If you are passionate about organization and efficiency, we encourage you to apply for this exciting opportunity!
Job Type: Full-time
Pay: $85,000.00 - $95,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Experience:
- Executive Assistant: 5 years (Required)
License/Certification:
- Driver's License (Required)
Willingness to travel:
Work Location: In person
