Executive & Personal Assistant to the CEO DSA HR Solutions Part-Time | 20–25 Hours per week. Hybrid/In-Person | Local Travel Required Potential to Grow Into Full-Time
Are You the Person Who Is Always Three Steps Ahead?
Do you naturally anticipate what needs to happen next?
Are you highly organized, resourceful, discreet, and the kind of person who follows through without needing to be reminded?
DSA HR Solutions is looking for an exceptional Executive & Personal Assistant to the CEO whose primary responsibility is simple: Protect the CEO's time and attention. This is not a traditional administrative assistant position. You will become a trusted extension of the CEO, helping manage the flow of emails, meetings, requests, commitments, events, travel, follow-up items, and select personal responsibilities that come with leading a growing company. We're looking for someone who doesn't wait for a daily task list. You anticipate needs, use good judgment, take ownership, and look for opportunities to take things off the CEO's plate. The right person will eventually know the CEO's priorities, preferences, relationships, and communication style well enough to operate with significant independence.
A Major Part of Your Role: Own the CEO's email so she does not need to routinely monitor her own inbox. You will be the first person to review incoming email and will determine what needs to happen next. This includes: - Monitoring and managing the CEO's inbox throughout the business day. - Determining what you can handle directly. - Responding to routine communications on the CEO's behalf within established guidelines. - Delegating appropriate matters to other DSA team members. - Drafting responses when the CEO's personal response is needed. Identifying the small number of matters that genuinely require the CEO's authority, judgment, relationship, or decision. Providing concise summaries so the CEO doesn't have to read lengthy email threads. Tracking outstanding commitments and following up until matters are completed. Filtering unnecessary communications, solicitations, and low-priority requests. - Making sure important matters never fall through the cracks. The goal isn't to help the CEO manage her inbox. The goal is for the CEO to no longer need to manage her inbox.
Protect the CEO's Calendar & Time You'll also serve as a gatekeeper for the CEO's calendar. Responsibilities include: Managing and protecting the CEO's calendar. - Evaluating meeting requests rather than automatically accepting them. - Scheduling meetings, appointments, speaking engagements, networking events, and personal commitments. - Resolving scheduling conflicts proactively. - Making sure appropriate travel, preparation, and focus time are built into the schedule. - Preparing the CEO for meetings and events with the information, documents, addresses, directions, and other details she needs. - Confirming appointments and logistics. - Identifying activities that can be delegated, streamlined, automated, or eliminated.
Executive & Administrative Support You'll also help keep important business priorities moving by: - Tracking commitments, deadlines, and follow-up items. - Preparing correspondence, documents, presentations, and meeting materials. - Conducting research and providing concise summaries and recommendations. - Maintaining organized digital files, contacts, and executive information. - Coordinating special projects. - Communicating with employees, clients, vendors, community organizations, and professional contacts when appropriate. - Creating systems and processes that make the CEO's professional and personal life more efficient. - Looking for opportunities to take appropriate work off the CEO's plate before being asked.
Speaking Engagements, Events & Content Capture Our CEO regularly attends speaking engagements, networking events, community events, and other professional activities. You'll occasionally attend events with her and: - Assist with event logistics and preparation. - Take quality smartphone photos and short-form videos of the CEO speaking, networking, presenting, and engaging with attendees. Recognize candid moments that could make great social media content. - Organize photos and videos following events. - Assist with basic posting or tagging when appropriate. Experience with LinkedIn, Instagram, Facebook, Canva, or social media content is a plus, but it is not required. This is an Executive/Personal Assistant position first. Social media knowledge is simply an added bonus.
Travel Coordination You'll help make both business and personal travel seamless by: - Researching and booking flights, hotels, transportation, and reservations. - Preparing organized itineraries. - Coordinating meetings, dinners, and activities while traveling. - Learning the CEO's travel preferences. - Anticipating needs and addressing potential issues before they become problems. - Handling changes and unexpected issues whenever possible without unnecessarily involving the CEO.
Personal Assistance This role also includes select personal-assistant responsibilities. You should be comfortable helping with tasks such as: Scheduling personal appointments. - Making restaurant reservations. Coordinating dinners, events, gifts, and special occasions. - Handling occasional errands, purchases, returns, and deliveries. - Researching and coordinating personal vendors and services. - Assisting with personal travel and activities. - Managing professional and personal scheduling conflicts. - Handling sensitive personal matters with complete discretion. Schedule This position will initially be approximately 20–25 hours per week. Because inbox management is a core responsibility, we need someone with consistent availability Monday through Friday rather than someone looking to work all their hours in only two or three days. Hours will generally be spread throughout the business day so the CEO's inbox and priorities can be reviewed at multiple points during the day. Some flexibility is required to occasionally attend early morning or evening speaking engagements, networking events, or community events. These will generally be scheduled in advance. As trust develops and additional responsibilities are delegated, this position has the potential to grow into a full-time role.
You may be a great fit if you:
Naturally think several steps ahead. - Are exceptionally organized and detail-oriented. - Follow through without needing to be reminded. - Enjoy taking ownership and figuring things out. - Exercise sound judgment and know when to act independently versus when to escalate something. - Can look at a crowded inbox and quickly determine what actually matters. - Communicate clearly and concisely. - Bring solutions rather than simply identifying problems. - Are comfortable saying, "I've already taken care of that." - Enjoy creating order out of complexity. - Are confident interacting with executives, employees, clients, vendors, and community leaders. - Understand that discretion, confidentiality, and trust are non-negotiable. - Genuinely enjoy helping a busy executive operate more efficiently.
Qualifications -
Previous experience supporting a CEO, founder, entrepreneur, senior executive, or business owner strongly preferred. - Previous experience managing an executive's email inbox strongly preferred. - Exceptional written and verbal communication skills. - Excellent organization and time-management skills. - Strong judgment and problem-solving ability. - Exceptional attention to detail and follow-through. - Ability to manage multiple priorities without losing track of commitments. - High level of professionalism and emotional intelligence. - Strong technology skills and ability to quickly learn new systems. - Ability to work independently with minimal supervision. - Ability to handle highly confidential business and personal information. - Reliable transportation and ability to attend local meetings and events. - Flexibility for occasional early morning or evening events. Preferred, But Not Required - LinkedIn or other social media experience. - Basic Canva experience. - Experience taking quality smartphone photos and videos. - Experience capturing or organizing social media content. If something important arrives, needs to be followed up on, needs to be scheduled, or simply needs to get done, the CEO should be able to trust that you're already on it. The ultimate measure of success: The CEO has more time to be the CEO.
Pay: $30.00 - $40.00 per hour
Application Question(s):
- Imagine you are managing the CEO's inbox while she is in meetings. You receive an urgent client concern, an employee matter that should likely go to another leader, a speaking invitation, a meeting request, several vendor messages, and multiple solicitations. Briefly explain what you would do and what, if anything, you would bring to the CEO.
Experience:
- Executive support: 3 years (Required)
Ability to Commute:
- Benicia, CA 94510 (Required)
Work Location: Hybrid remote in Benicia, CA 94510
