Executive Assistant

Position Summary

We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative support to multiple C-suite executives. This role serves as a trusted partner, managing complex schedules, coordinating communications, supporting strategic initiatives, and ensuring seamless day-to-day executive operations.

Key Responsibilities

Executive Support

• Manage complex calendars for multiple executives, prioritizing meetings and resolving scheduling conflicts.
• Coordinate internal and external meetings, including agenda preparation, meeting materials, and follow-up actions.
• Serve as a strategic gatekeeper by assessing and prioritizing requests, communications, and meeting invitations.

Travel & Logistics

• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Manage travel-related changes and provide real-time support when necessary.
• Prepare detailed travel plans and coordinate logistics for executive events and off-site meetings.

Meeting & Project Coordination

• Organize executive leadership meetings, board meetings, and special events.
• Take meeting notes, track action items, and ensure timely follow-up on deliverables.
• Coordinate cross-functional projects and facilitate communication between departments.

Administrative Operations

• Process expense reports, invoices, and purchase requests accurately and in a timely manner.
• Maintain files, records, and documentation in compliance with company standards.
• Assist with special projects, research, and operational initiatives as assigned.

Relationship Management

• Build strong working relationships with internal stakeholders, external partners, customers, vendors, and board members.
• Act as a liaison between executives and key stakeholders while maintaining professionalism and confidentiality.

Qualifications

• 5+ years of Executive Assistant experience supporting senior executives and/or C-suite leadership.
• Experience supporting multiple executives simultaneously in a fast-paced environment.
• Strong calendar management, travel coordination, and executive communication skills.
• Proven ability to prioritize competing demands and adapt to changing business needs.
• Exceptional organizational skills with strong attention to detail.
• Excellent verbal and written communication abilities.
• Demonstrated discretion in handling confidential and sensitive information.
• Ability to work independently while partnering effectively across departments.

Technical Skills

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Microsoft Teams and virtual meeting platforms
• Calendar management and travel booking tools
• Expense management systems and collaboration platforms

Benefits Include:

• Personal Time Off (PTO) is offered on an accrual basis up to 120 hours a year with an increase after tenure, 9 Paid Holidays, and up to 6 weeks of Paid Parental Leave (Washington State). PTO and holiday hours are prorated based on hire date within the calendar year
• Paid Sick Leave where applicable by State law
• Benefit offerings for full-time employment include medical, dental, vision, term life and AD&D insurance, short-term and long-term disability, additional voluntary benefits, and a 401k plan or a non-qualified deferred compensation plan

Equal Opportunity Employer/Veterans/Disabled

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The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance