Executive/Personal Assistant to CEO

$52,000 - $58,240/Yr

High Hopes - Orange, CA

Full-time - Mid Level

Hybrid - Orange, CA

Motor Vehicle and Parts Dealers

About the position

The Executive Assistant/Personal Assistant will report directly to the CEO, managing the day-to-day operations of the CEO's office. This role is essential for ensuring smooth workflow and assisting in decision-making processes, while also handling various administrative tasks to support the CEO's professional and personal needs.

Responsibilities

• Act as a liaison between the executive, other employees, and vendors to help build and maintain strong relationships.
• Handle bookkeeping using Excel and QuickBooks.
• Assist the CEO in problem-solving, decision-making, and prioritizing tasks.
• Attend meetings, take notes, and distill down key takeaways, action items, and follow-ups for the CEO.
• Handle incoming and outgoing communication on behalf of the CEO, including placing phone calls, drafting emails, and managing the email inbox.
• Conduct research, gather and analyze data, prepare reports or presentations, and provide recommendations to inform decision-making.
• Provide general administrative support to the CEO, such as managing expenses, processing invoices, and ordering office supplies.
• Assist the CEO with personal tasks, including errands, personal shopping, and managing appointments.
• Interface with tax and regulatory authorities concerning various LLCs and required filings.
• Manage the CEO's professional and personal calendar, scheduling and prioritizing appointments and meetings.
• Schedule Zoom meetings and send out virtual meeting login information as needed.
• Order gifts and company-branded merchandise for employees to show appreciation.
• Schedule meetings for trade shows and conferences the CEO attends.
• Arrange and coordinate employee retreats and social events, including preparing agendas and booking venues.
• Assist with planning and organizing professional or personal events, managing guest lists and logistics.
• Make professional and personal travel arrangements for the CEO and his family, including booking flights and accommodations.
• Maintain confidentiality and discretion in handling sensitive information.

Requirements

• Proficient in Microsoft Office Suite and Google Suite applications.
• Exceptional ability to execute reliably, solve problems proactively, and pay close attention to details.
• Strong organizational and multitasking skills.
• Ability to learn and adapt to new software and technologies.
• Experience with Slack and Dropbox is a plus.
• Excellent English verbal, written, and interpersonal communication skills.
• Maintain high discretion and confidentiality regarding personal and sensitive information.
• Ability to work independently and proactively in a fast-paced environment.
• Outstanding attention to detail, especially regarding managing calendars and written communication.
• Resilience to navigate competing priorities and constant change.

Nice-to-haves

• Experience with Slack and Dropbox.

Benefits

• Paid time off