Executive Assistant

Position Summary

The Executive Assistant to the President will provide high-level administrative, and professional support in a fast-paced environment. This role requires someone who is highly organized, proactive, resourceful, discreet, and able to anticipate the needs of a busy company executive.

Essential Duties and Responsibilities

• Serve as the primary point of contact for the President among executives, employees, clients, vendors, and external partners while maintaining professionalism, discretion, and confidentiality.
• Manage the President’s calendar, including scheduling meetings, appointments, calls, lunches, dinners, travel, personal commitments, and reminders.
• Anticipate the President’s needs throughout the day, including preparing for meetings, coordinating meals, arranging transportation, ensuring materials are ready, and being available when the President is in the office.
• Arrive early or adjust schedule as needed when the President is expected in the office to ensure support is available upon arrival.
• Protect the President’s time by acting as an effective gatekeeper, prioritizing requests, screening calls, routing correspondence, and managing information flow in a timely and accurate manner.
• Create and maintain tracking systems for outstanding tasks, follow-ups, receipts, deadlines, reservations, appointments, errands, and executive requests.
• Handle personal errands and day-to-day tasks for the President as needed, including deliveries, pickups, reservations, appointments, purchases, returns, and other support duties.
• Prepare and format internal and external communications, including memos, emails, presentations, reports, meeting materials, agendas, and other documents.
• Distribute agendas and meeting materials in advance when appropriate; take meeting notes or minutes and distribute follow-up items as needed.
• Assist with office management responsibilities, including maintaining personal office supplies, ensuring the President’s workspace is organized, and coordinating with internal teams as needed.
• Manage multiple priorities simultaneously while remaining calm, focused, flexible, and solutions-oriented.
• Take ownership of assigned tasks from beginning to end, ensuring tasks are completed accurately, efficiently, and without unnecessary repeated follow-up.
• Identify potential problems, conflicts, or missing information in advance and proactively recommend solutions.
• Maintain strict confidentiality regarding company information, executive matters, personal matters, client information, employee information, and all sensitive business records.
• Provide occasional support outside of standard business hours, including evenings or weekends, based on business needs, travel, events, or urgent executive priorities.
• Aid other departments or executives as needed and as directed.

Education and/or Experience Requirements

• Associate degree, Bachelors preferred.
• 5 years of prior experience supporting a President, CEO, COO, C-level executive, entrepreneur, or similar executive preferred.
• 5 years of experience in a personal assistant, executive assistant, chief-of-staff-style support, or high-level administrative role.
• Must live in or near the Los Angeles County or Orange County area and be available for local errands, in-office support, and occasional travel to the President’s home office or other local locations as needed.
• Excellent Microsoft Office skills, including Word, Excel, PowerPoint, and Outlook.
• Strong technology skills and familiarity with traditional office equipment, calendar systems, digital files, shared drives, expense platforms, and communication tools.
• Basic accounting, expense reporting, receipt tracking, or bookkeeping familiarity preferred.
• Valid driver’s license, proof of insurance, and clean driving record required.
• Able to lift and carry items related to errands, office supplies, deliveries, or event support as needed.

Required Skills, Qualities, and Traits

• Highly organized, detail-oriented, and system-driven.
• Strong sense of ownership, accountability, and follow-through.
• Able to work independently with minimal supervision.
• Strong written, verbal, and interpersonal communication skills.
• Professional, polished, and able to interact with executives, employees, clients, vendors, and personal contacts.
• Strong time management skills and ability to prioritize effectively in a fast-paced environment.
• Flexible, adaptable, and willing to adjust based on the President’s schedule and changing priorities.