Executive Assistant to COO

AH Dory, LLC. - Beverly Hills, CA

Full-time - Mid Level

Beverly Hills, CA

About the position

The Executive Assistant will provide comprehensive administrative support to the COO of the company, ensuring efficient management of schedules, communications, and projects. This role is crucial for maintaining organization and confidentiality while facilitating effective communication between internal and external stakeholders. The ideal candidate will possess strong organizational skills, a proactive approach, and the ability to handle sensitive information with discretion.

Responsibilities

• Manage active appointment calendar and schedule meetings for the COO.
• Prepare for appointments, conferences, and presentations.
• Perform general administrative duties such as reports, file maintenance, organizing, photocopying, and scanning.
• Correct inefficiencies related to administrative tasks and responsibilities.
• Handle sensitive information with confidentiality and professionalism.
• Act as a primary point of contact with internal and external stakeholders.
• Respond to emails, phone calls, and other communications.
• Coordinate meetings and events, including location selection, reservations, and materials preparation.
• Assist with special projects, including research, reporting, and deadline follow-up.
• Organize and manage domestic travel arrangements, including flights and lodging.
• Manage accurate document filing and storage for reports and correspondence.

Requirements

• 5+ years of experience in senior level, executive administrative support position, preferably supporting C-suite executives.
• Experience in financial services, real estate, or related professional environment.
• Strong organizational, technological, and analytical skills.
• Ability to make last-minute decisions and changes while maintaining composure.
• Excellent writing, grammar, and language skills, including email composition.
• Proficient in MS Office Suite, especially Excel and Outlook.

Nice-to-haves

• Familiarity with other business applications and systems.
• College education or related courses in business administration.