Executive Assistant

Executive Assistant

Position Summary

The Executive Assistant to the President will provide high-level administrative, and professional support in a fast-paced environment. This role requires someone who is highly organized, proactive, resourceful, discreet, and able to anticipate the needs of a busy company executive.

The ideal candidate must be comfortable working independently, taking ownership of assignments, asking thoughtful clarifying questions upfront, and then executing tasks with minimal follow-up. This individual should have strong systems for tracking tasks, receipts, expenses, deadlines, appointments, documents, and errands to ensure nothing falls through the cracks.

This position requires a polished, dependable, and service-oriented professional who understands how to support a busy executive, protect their time, manage priorities, and help the President operate as efficiently as possible.

Essential Duties and Responsibilities

Essential duties and responsibilities include the following. Other duties may be assigned to meet business or executive needs.

• Serve as the primary point of contact for the President among executives, employees, clients, vendors, and external partners while maintaining professionalism, discretion, and confidentiality.
• Manage the President's calendar, including scheduling meetings, appointments, calls, lunches, dinners, travel, personal commitments, and reminders.
• Anticipate the President's needs throughout the day, including preparing for meetings, coordinating meals, arranging transportation, ensuring materials are ready, and being available when the President is in the office.
• Arrive early or adjust schedule as needed when the President is expected in the office to ensure support is available upon arrival.
• Protect the President's time by acting as an effective gatekeeper, prioritizing requests, screening calls, routing correspondence, and managing information flow in a timely and accurate manner.
• Prepare, submit, and track expense reports; maintain receipts, records, approvals, and backup documentation using a reliable organizational system.
• Create and maintain tracking systems for outstanding tasks, follow-ups, receipts, deadlines, reservations, appointments, errands, and executive requests.
• Make travel arrangements as needed, including commercial travel, private travel, accommodations, transportation, itineraries, reservations, and related travel coordination.
• Organize and maintain paper and electronic filing systems to ensure that information, documents, receipts, and records are accurate, current, and easily retrievable.
• Handle personal errands and day-to-day tasks for the President as needed, including deliveries, pickups, reservations, appointments, purchases, returns, and other support duties.
• Prepare and format internal and external communications, including memos, emails, presentations, reports, meeting materials, agendas, and other documents.
• Distribute agendas and meeting materials in advance when appropriate; take meeting notes or minutes and distribute follow-up items as needed.
• Assist with office management responsibilities, including maintaining personal office supplies, ensuring the President's workspace is organized, and coordinating with internal teams as needed.
• Manage multiple priorities simultaneously while remaining calm, focused, flexible, and solutions-oriented.
• Take ownership of assigned tasks from beginning to end, ensuring tasks are completed accurately, efficiently, and without unnecessary repeated follow-up.
• Identify potential problems, conflicts, or missing information in advance and proactively recommend solutions.
• Maintain strict confidentiality regarding company information, executive matters, personal matters, client information, employee information, and all sensitive business records.
• Provide occasional support outside of standard business hours, including evenings or weekends, based on business needs, travel, events, or urgent executive priorities.
• Assist other departments or executives as needed and as directed.

Education and/or Experience Requirements

• Associate degree, Bachelors preferred.
• 5 years of prior experience supporting a President, CEO, COO, C-level executive, entrepreneur, or similar executive preferred.
• 5 years of experience in a personal assistant, executive assistant, chief-of-staff-style support, or high-level administrative role.
• Must live in or near the Los Angeles County or Orange County area and be available for local errands, in-office support, and occasional travel to the President's home office or other local locations as needed.
• Excellent Microsoft Office skills, including Word, Excel, PowerPoint, and Outlook.
• Strong technology skills and familiarity with traditional office equipment, calendar systems, digital files, shared drives, expense platforms, and communication tools.
• Basic accounting, expense reporting, receipt tracking, or bookkeeping familiarity preferred.
• Valid driver's license, proof of insurance, and clean driving record…