Office in Santa Monica with an amazing, casual, and liberal environment is in search of a highly resourceful, organized, self-motivated, problem-solving, and DETAIL ORIENTED Executive Assistant. Looking for someone to be the right-hand to the CEO and support him in every capacity, in this small, beautiful office with a long-term team (5 total employees) and a very generous and respectful Principal.
Duties to include, but not limited to:
Be the right hand to the CEO, you will support him in every capacity
25% Personal Assistant/75% Executive Assistant
Respond to emails and texts nights and weekends (especially when he travels)
Arrange all travel, private aviation, reservations, appointments (for Principal and sometimes his wife and children)
Heavy calendaring using Outlook
Work in tandem with Personal Assistant to ensure Principal’s needs are met, you will be the middle person between Principal and PA
Manage all medical billing/insurance claims for Principal
Utilize Excel spreadsheets
Reconcile credit card statements prior to sending to the accountant
Multitask with ease in a fast-paced environment
Follow-up on all emails, calls, questions, etc.
Utilize the latest technology with expertise; Microsoft Office Suite, Zoom, iPhones, etc.
Utilize your excellent verbal and written communication skills
Regularly look for ways to be more efficient
Utilize your tried-and-true ways to stay on top of your to-do lists
Create backup plans and alternative options when unforeseen circumstances arise
This is a full-time position:
Monday – Friday
9 am – 6 pm (in office)
Available to work remotely nights and weekends
$130k + annually
Beautiful office setting in Santa Monica
Health Insurance, Vacation/Holiday pay, and 401K
Requirements and Experience:
Bachelor’s degree preferred
Superior relationship skills and able to interact with all personality types
Be a team-player and work in tandem with PA
Have more patience than most and adapt your style according to the needs of your employer
Okay with being micromanaged, must have thick skin
Adept at handling calendaring, travel, reservations, and appointments
Proficient with Microsoft Office, Zoom, iPhones, Outlook, Calendaring
Work in tandem with PA. No job too big or too small. Team Player
Takes the initiative to anticipate needs, prevent issues before they arise
Resourceful in finding solutions, info and products as requested
Exceedingly organized
You have more patience than most and are motivated
You have tried and true ways to stay on top of your to-do lists- nothing falls through the cracks
Used to follow up on emails, calls, questions, clarification, etc. Okay with being asked extensive questions by President and conducting detailed follow up responses
Minimum 5 – 10 years Executive Assistant experience with longevity in past roles
Must have excellent and verifiable past professional references
Must be able to pass a thorough criminal and credit background check
Must be fully vaccinated with booster and willing to be COVID tested
Must be ok wearing a mask when around other people
Mandatory COVID testing after travel and around holidays
