Executive Assistant

1 month ago

San Diego, United States ViX Paula Hermanny Full time

About Vix Paula Hermanny

Vix Paula Hermanny is a prominent brand in the luxury swimwear and resort wear industry, celebrated for its exquisite designs that combine Brazilian vibrancy with global sophistication. As a business owned by a woman, Vix Paula Hermanny not only exemplifies female entrepreneurship but also maintains a firm commitment to quality and design. ViX Paula Hermanny has grown to be a global brand with over 700 employees, a manufacturing facility in Brazil and over 20 brick and mortar stores. ViX Paula Hermanny is sold through thousands of specialty stores and luxury department stores in 28 countries.


Job Summary

We’re looking for an Executive Assistant to support the the CEO and President who are responsible of overseeing all aspects of ViX Paula Hermanny. This role will coordinate and manage executive scheduling, prepare and organize strategic materials and plans, and support with all other day-to-day needs.

The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the CEO and President’s needs. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.


Responsibilities

  • Manage the CEO and President’s calendar, including scheduling meetings, conferences, and appointments.
  • Organize travel arrangements, including flights, accommodations, and itineraries.
  • Handle correspondence, including emails, phone calls, and mail.
  • Handle any personal matters for both the CEO and president, this may include scheduling personal appointments, house and children related issues.
  • Prepare and edit documents, presentations, and reports as needed.
  • Assist in preparing for board meetings, including drafting agendas and collating board packs.
  • Contribute to strategic planning and project management for key initiatives.
  • Act as a liaison between the CEO/President and other executives, employees, and external partners.
  • Facilitate communication from the CEO/President to staff and vice versa.
  • Assist in tracking and monitoring the progress of strategic objectives.
  • Coordinate and organize internal and external events, including logistics, guest lists, and venue selection.
  • Prepare meeting materials and ensure the CEO/President is well-prepared for all engagements.
  • Keep the CEO/President advised of time-sensitive and priority issues, ensuring appropriate follow-up
  • Take minutes during meetings and follow up on action items.
  • Build and maintain strong relationships with internal and external stakeholders.
  • Represent the CEO/President in a professional manner in all interactions.
  • Manage and prioritize meeting requests and inquiries directed to the CEO/President.
  • Prepare, reconcile and submit expense reports and budgets related to the CEO/President’s office.
  • Assist in financial planning and analysis as required.
  • Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.


Qualifications


  • Bachelor's degree in Business Administration, Management, or a related field.
  • Minimum of 5 years of experience as an executive assistant, preferably in a global company.
  • Exceptional organizational and time-management skills.
  • Excellent verbal and written communication skills.
  • High proficiency in MS Office and other office productivity tools.
  • Ability to handle sensitive and confidential information with discretion.
  • Strong interpersonal skills and ability to work well with people at all levels.
  • Knowledge of multiple languages is a plus.
  • Proactive and self-motivated with a high level of professionalism.
  • Flexibility and adaptability to manage changing work requirements and varying volumes of work.
  • Ability to work independently and as part of a team.
  • Capable of working under pressure and meeting tight deadlines.
  • Strong problem-solving skills and attention to detail.

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