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Executive Personal Assistant

2 months ago

Irvine, United States Stealth Startup Full time

We are seeking a highly motivated, professional, and goal-driven Executive Personal Assistant to support the COO (this role is 80% personal assistance and 20% administrative/executive assistance). The ideal candidate will possess exceptional organizational skills, a high level of emotional intelligence, business acumen, and the ability to operate with discretion. This role is pivotal in ensuring smooth day-to-day operations by managing the COO’s schedule, travel, and communication, both in professional and personal matters.



What You'll Do:

  • Calendar Management: Efficiently manage the COO’s calendar, scheduling appointments, meetings, and events with a focus on prioritization and organization.
  • Travel Coordination: Arrange work-related and personal travel plans, including transportation, accommodation, and itineraries with meticulous attention to detail.
  • Stakeholder Liaison: Serve as the first point of contact for internal and external stakeholders, maintaining professionalism in all communications.
  • Confidentiality: Handle sensitive information with the utmost discretion and ensure that privacy is maintained at all times.
  • Interdepartmental Coordination: Facilitate communication between various teams and departments, ensuring smooth workflow and timely completion of tasks.
  • Task Prioritization: Effectively manage and prioritize incoming emails, calls, and other communications, providing prompt responses where necessary.
  • Ad Hoc Projects: Handle various projects as assigned, demonstrating flexibility and urgency in completing tasks both in-office and offsite.
  • Screening and Redirecting: Manage inbound communications, including calls and emails, redirecting or responding as needed to streamline the COO’s workflow.
  • Logistics Management: Organize logistics for meetings and events, ensuring all details are handled from coordination to follow-up.
  • Personal Administrative Support: Manage personal tasks for the COO, including scheduling appointments and handling various personal errands.
  • Culinary Coordination: Collaborate with administrative teams to facilitate meal arrangements during meetings and events as required.



What You've Accomplished:

  • 3+ years of proven executive assistant experience (with 2+ years of personal assistant experience highly preferred).
  • High school diploma or GED required (college degree in hospitality, business administration, or a related field is preferred).
  • Exceptional organizational, time-management, and prioritization skills are a must.
  • Strong interpersonal and communication skills, with the ability to interact effectively with individuals at all levels.
  • Demonstrated ability to handle confidential information with discretion and sensitivity.
  • Meticulous attention to detail and strong problem-solving abilities.
  • Proficiency in Microsoft Office and Google Suite.
  • Client-focused mindset with a dedication to providing high-quality 'white glove' service.
  • Flexibility to work beyond regular business hours (as needed).
  • Commitment to delivering work of the highest quality to meet and exceed expectations.
  • Valid driver's license for offsite errands and related duties.



Your Working Environment & Hours:

  • Environment: Onsite, Monday - Friday
  • Hours: 6:30 am to 3:30 pm (*flexibility required for after-hours work)



Salary Range: $85K - $95K (*DOE)



Extra Benefits:

  • 100% HMO Healthcare coverage
  • 401(k) plan with an employer match
  • PTO, sick leave, and paid holidays
  • Paid parental leave
  • Mileage and expense reimbursement for work-related travel
  • Company phone provided for work-related communication
  • Dental & Vision coverage
  • Pet insurance
  • ....and more






Our ideal candidate will demonstrate resilience, proactivity, and a commitment to excellence, ensuring that all tasks are executed with precision and confidentiality. This is an opportunity to work closely with senior leadership and play a key role in a dynamic environment