Executive Assistant to CEO

$54,995 - $117,312/Yr

GloballyHired - Los Angeles, CA

Part-time,Full-time - Entry Level

Remote - Los Angeles, CA

About the position

GloballyHired is seeking an Executive Assistant to the CEO/Executive Director, a pivotal role that requires exceptional attention to detail, time management, confidentiality, and communication skills. This position is designed for individuals with prior experience supporting senior executives, particularly at the CEO level, and is crucial for the success of the CEO. The Executive Assistant will be responsible for managing the CEO's calendar, serving as a communication liaison, coordinating meetings, arranging travel, providing administrative support, managing projects, and maintaining critical information. The role demands a proactive approach to problem-solving and the ability to handle sensitive information with discretion. The ideal candidate will thrive in a fast-paced environment, demonstrating flexibility and adaptability to changing priorities while maintaining professionalism and a positive attitude. This position offers the opportunity to work in a dynamic environment, contributing to the overall effectiveness of the CEO and the organization.

Responsibilities

• Effectively manage and coordinate the CEO's schedule, including appointments, meetings, and travel arrangements.
• Serve as the primary point of contact for internal and external communications addressed to the CEO, handling inquiries, correspondence, and phone calls with professionalism and discretion.
• Organize and prepare materials for meetings, including agendas, presentations, and follow-up documentation.
• Attend meetings with the CEO as needed, taking minutes, and facilitating communication.
• Arrange complex travel itineraries, including flights, accommodations, transportation, and visas, while considering the CEO's preferences and logistical requirements.
• Provide administrative support to the CEO, such as drafting correspondence, managing expense reports, and maintaining filing systems, ensuring accuracy and confidentiality.
• Assist in managing special projects and initiatives on behalf of the CEO, coordinating with relevant stakeholders, and ensuring timely completion of tasks.
• Maintain and organize critical information and documents related to the CEO's responsibilities, including strategic plans, reports, and confidential files.
• Foster positive relationships with key stakeholders, including board members, senior executives, clients, and partners, representing the CEO's interests professionally and effectively.
• Anticipate and proactively address potential issues or conflicts that may arise in the CEO's schedule or responsibilities, demonstrating resourcefulness and problem-solving skills.
• Handle sensitive information and matters with the utmost discretion and confidentiality, maintaining trust and integrity in all interactions.

Requirements

• Demonstrated experience in an executive assistant role supporting senior executives, preferably at the CEO level, with a proven track record of success.
• Exceptional organizational abilities, including the ability to prioritize tasks, manage multiple deadlines, and maintain attention to detail in a fast-paced environment.
• Excellent verbal and written communication skills, with the ability to interact professionally and effectively with individuals at all levels, both internally and externally.
• Strong judgment and discretion when handling confidential information and sensitive matters, maintaining confidentiality at all times.
• Proficient in managing complex schedules and priorities, with the ability to anticipate needs and proactively address issues to optimize the CEO's time and productivity.
• Resourceful problem solver with the capacity to think critically, make sound decisions, and navigate challenging situations independently.
• Flexibility and adaptability to changing priorities and deadlines, with the ability to remain composed and focused under pressure.
• Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools for calendar management, document preparation, and communication.
• Exemplary professionalism and demeanor, with a positive attitude, strong work ethic, and commitment to delivering high-quality support to the CEO and the organization.

Benefits

• 401(k)
• AD&D insurance
• Dental insurance
• Health insurance
• Life insurance
• Vision insurance