Executive Assistant

Executive Assistant

Reports To: CEO/COO


Status: Regular, Full-Time, Non-Exempt


Location: San Diego, CA (On-Site Requirement)

POSITION SUMMARY


The primary function of the Executive Support Special is to provide high level, professional and confidential administrative support to senior leadership including sales, marketing, and technology. The ideal candidate will be experienced in handling a wide range of administrative and operational support-related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a growing organization.


ABOUT FIT SOLUTIONS


FIT Solutionsisan innovativenationalIT Services firm, and we are growing every day. We arefocused on creating a culture of elite raving fans for our employees thatsolvesbusiness problems for our clients. We are on a mission to impact the lives touched by technology. We teach and promote individuals to set and achieve theirpersonal,professional, andfinancialgoalsthrough the work we do together. Measuring results againstbest-in-classbusinesses, we are focused on hitting targets.We are a humble and adaptable group of people who continue to train, and role playdaily in pursuit of our goals.We are a great fit for team members that are alignedandthrive in afast-paced, resultsdrivenenvironment.


OBJECTIVES:
PRIMARY OBJECTIVES

• • Manage and coordinate executive priorities, ensuring projects are completed on time, within budget, and aligned with organizational goals.
  • Proactively manage the CEO and COO's calendars, including travel arrangements, meeting coordination, conference call scheduling, and strategic prioritization of time.
  • Coordinate executive meetings with leadership, clients, vendors, and partners, ensuring agendas, materials, logistics, and follow-up actions are completed efficiently.
  • Partner with the leadership team to maintain alignment with company systems, processes, and the system of record.
  • Identify operational inefficiencies by collaborating across departments to evaluate process gaps, assess business impact, and implement effective solutions.
  • Develop, document, and maintain Standard Operating Procedures (SOPs), workflows, and best practices to improve consistency, efficiency, and scalability.
  • Participate in process improvement initiatives by defining, documenting, and refining business operations and administrative workflows.
  • Track and communicate project progress, ensuring stakeholders have visibility into milestones, risks, action items, and deliverables.
  • Support executive leadership by anticipating needs, removing administrative obstacles, and enabling efficient decision-making and execution.

Key Performance Indicators (KPIs):

• Projects completed on time and within budget.
• Executive calendars proactively planned and maintained with minimal scheduling conflicts.
• SOPs and process documentation completed accurately and delivered on schedule.
• Cross-functional projects completed successfully with measurable process improvements.
• Executive meetings are well-organized, action items are tracked, and follow-ups are completed on time.

SECONDARY OBJECTIVES

• Provide proactive executive support to the CEO, COO, and senior leadership team by anticipating needs, prioritizing competing demands, and ensuring seamless day-to-day operations.
• Manage projects on behalf of executive leadership, driving accountability, tracking milestones, and ensuring key initiatives remain on schedule.
• Coordinate executive calendars, meetings, travel, and complex itineraries to maximize productivity and align with business priorities.
• Prepare agendas, presentations, meeting materials, and detailed meeting minutes, while documenting action items, project updates, and follow-up responsibilities.
• Maintain project trackers, dashboards, and status reports that provide visibility into organizational priorities and cross-functional initiatives.
• Support executive decision-making by conducting research, gathering and analyzing information, preparing recommendations, and drafting correspondence and other business documents.
• Screen, prioritize, and respond to executive communications, including email, website inquiries, and other requests, exercising sound judgment and maintaining confidentiality.
• Develop, document, and continuously improve standard operating procedures (SOPs), administrative processes, and organizational workflows.
• Lead or support change management initiatives by driving adoption of new tools, systems, and business processes.
• Partner with leaders across the organization to resolve questions, coordinate projects, and support business unit escalations.
• Leverage technology and business systems to improve operational efficiency, reporting, organization, and data management.
• Coordinate company meetings, leadership meetings, and corporate events, including scheduling, logistics, travel, accommodations, vendors, equipment, refreshments, and communications.
• Organize executive and corporate records, contact databases, filing systems, and other confidential business information.
• Manage vendor relationships, purchasing activities, due diligence, expense coding, and other administrative functions on behalf of executive leadership.
• Coordinate employee onboarding activities requiring executive involvement and ensure a positive and organized experience for new hires.
• Research products, services, vendors, gifts, and other business or personal needs as requested by executive leadership.
• Assist with office operations by monitoring supplies, coordinating vendors, and ensuring administrative processes operate efficiently.
• Handle personal administrative tasks and occasional business-related errands for executive leadership while maintaining professionalism and discretion.
• Anticipate changing priorities, adapt quickly to business needs, and perform other duties and special projects as assigned.

RESULTS

• Executive priorities, projects, and initiatives are managed proactively, transparently, and with exceptional organization.
• Clients, vendors, and internal stakeholders consistently receive a professional, responsive, and five-star experience.
• Executive calendars, meetings, travel, and personal appointments are strategically planned to maximize productivity, allowing for appropriate travel time, preparation, and scheduling efficiency.
• Research, analysis, and supporting materials are prepared proactively to enable informed decision-making on business initiatives, projects, and strategic opportunities.
• Communications, requests, and inquiries are screened, prioritized, and handled with sound judgment, discretion, and confidentiality.
• Executive calendars are reviewed and planned in advance each week (or at the start of the week) to ensure priorities are aligned and time is optimized.
• Projects, action items, and follow-ups are maintained with accurate, end-of-day status updates to ensure visibility and accountability.
• Website, email, and other assigned inquiries receive timely responses, with same-business-day acknowledgment whenever possible.
• Regular debriefs and planning sessions with senior executives are conducted as requested to review priorities, address outstanding items, and align on upcoming objectives.

COMPETENCIES

• Exceptional organizational and time management skills with the ability to prioritize competing demands and consistently meet tight deadlines.
• Thrives in a fast-paced, high-growth environment while remaining flexible and adaptable to changing business priorities.
• Strong project management skills with a proven ability to coordinate multiple initiatives from planning through execution.
• Demonstrates sound judgment, professionalism, and discretion when handling confidential and sensitive information.
• Highly proactive with the ability to anticipate executive needs, solve problems independently, and remove obstacles before they arise.
• Strong leadership and coordination skills with the ability to influence outcomes and drive accountability across teams without direct authority.
• Ability to design, improve, and maintain efficient organizational systems, workflows, and administrative processes.
• Technologically savvy with the ability to quickly learn new software, systems, and business applications.
• Excellent written and verbal communication skills with strong attention to detail and follow-through.
• Highly proficient in executive administration, including calendar management, email management, travel coordination, meeting planning, and executive support.
• Maintains a consistently positive, professional, and service-oriented demeanor while representing the CEO, COO, and the organization.
• Demonstrates exceptional customer service, interpersonal skills, and the ability to build strong relationships with executives, employees, clients, and vendors.

EDUCATION & EXPERIENCE

• Qualifications include, but are not limited to:
  
  • Minimum of 2 years of experience as an Executive Assistant or in an administrative role supporting C-level executives or senior leadership.
  • Experience managing complex calendars, coordinating travel, organizing meetings, preparing executive communications and presentations, and supporting cross-functional projects.
  • Professional appearance, positive attitude, and the ability to maintain the highest level of confidentiality and discretion.
  • Strong verbal and written communication skills with a customer service mindset and the ability to build positive relationships at all levels of the organization.
  • Highly organized with exceptional attention to detail and the ability to manage multiple competing priorities in a fast-paced, high-volume environment.
  • Knowledge of administrative and clerical procedures, records management, office systems, and general office administration.
  • Strong computer skills with proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint) and cloud-based collaboration tools such as SharePoint, with the ability to quickly learn new software applications.
  • Valid driver's license and reliable personal vehicle available for occasional business errands or off-site tasks.
  • Experience in the technology, managed services, or professional services industry is preferred but not required.

BENEFITS


FIT Solutions has your back, and is proud to offer a rich benefit package to our employees, including:

• Health, Dental & Vision Insurance (premiums paid up to 99% for employee coverage)
• Options include, PPO, HDHP, HMO and ACO
• Multiple carrier options
• FSA (dependent and medical), HSA options (for qualified plans) and supplemental insurance options
• $10,000 employer-paid Life Insurance & AD&D (employees have the option to buy up)
• Paid holidays
• Paid time off
• Paid sick leave
• Flexible "hybrid" work environment
• Retirement plan (401K)
• Professional training & development opportunities

PHYSICAL REQUIREMENTS

• Requires ability to occasionally lift up to 25lbs
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential requirements.

AAP/EEO Statement
FIT Solutions is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics.


Disclaimer


The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time; or. The scope of the job may change as necessitated by business demands.