Executive Administrator

3 weeks ago

Newport Beach, United States House Of Sillage Full time

At House of Sillage, we embody opulence, sensuality, artistry, and luxury in all that we do. We are a renowned luxury fragrance and cosmetic brand that transcends the ordinary, taking every aspect of life to the extraordinary. If you're passionate about creating exceptional experiences and crave a role that brings together art and luxury, we invite you to join our team.


About the Role


As the Executive Administrator at House of Sillage, you play a pivotal role in supporting our Chief Executive Officer (CEO) and ensuring seamless communication and representation of our brand to the world. We're seeking a responsible and mature individual with a strong presence and a knack for office management. Your ability to address challenges with friendliness and professionalism is crucial, as you'll handle confidential firm and employee information. Only candidates closely aligned with our criteria will be contacted for our formal interview process.


Key Responsibilities


Executive Support: Provide high-level administrative support to the CEO, including managing calendars, preparing expense reports, drafting correspondence, coordinating complex travel plans, scheduling meetings, and compiling documents.


Travel: Ability to travel domestically and internationally, up to 25% of the time if needed.


Project Management: Complete projects and special assignments by prioritizing tasks, gaining cooperation from team members, monitoring progress, problem-solving, and making necessary adjustments.


Gatekeeper: Maintain the CEO's schedule, ensuring it is followed and respected. Act as the primary point of contact for accessing the CEO's time and office.


Issue Management: Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including sensitive or confidential matters. Determine appropriate courses of action, referrals, or responses.


Relationship Building: Build and manage relationships crucial to the firm's success. Undertake special projects independently, showing initiative and follow-through.


Communication Liaison: Facilitate smooth communication between the CEO's office and internal departments, enhancing credibility, trust, and support with senior management and employees.


Proactive Assistance: Handle critical aspects of deliverables with a hands-on approach, such as drafting acknowledgment letters, personal correspondence, and other tasks that support the CEO's leadership.


Prioritization: Prioritize conflicting needs, handling matters expeditiously and proactively, and ensuring project completion.


Personal Support: Provide personal assistance to the CEO as needed, including running personal errands and managing various personal arrangements.


Problem Solving: Demonstrate proactive and strategic problem-solving skills, with foresight into potential issues and strong decision-making abilities.


Organization: Exhibit strong organizational skills, handling multiple tasks seamlessly with meticulous attention to detail.


Communication: Answer and manage incoming calls for personal and business matters professionally.


Collaboration: Effectively collaborate with vendors, internal, and cross-office departments, and staff at all levels.


Competence and Discretion: Demonstrate competence, sound judgment, and discretion, particularly when dealing with sensitive and confidential information.


Qualifications


· Bachelor's Degree required.

· 7 years of direct experience providing administrative & personal support to a CEO or top executives, preferably in a professional services firm is required.

· Proficiency in MS Office required.

· Exceptional written and verbal communication skills, as well as multi-tasking abilities.

· Proven ability to handle confidential information discreetly, adapt to competing demands, and deliver outstanding client service.

· Forward-thinking with a proactive approach to seeking opportunities and proposing solutions.

· Experience as a project manager is highly preferred & desired.

Skills and Personal Attributes


· Self-motivated and able to take initiative.

· Strong problem-solving skills and the ability to anticipate and address potential challenges.

· Exceptional organizational skills with a passion for completing tasks efficiently.

· Deadline-driven with excellent time management.

· Effective and professional communicator.

· Dedicated to providing superior service.

· Outstanding interpersonal skills to build relationships with staff, clients, and associates.

· Quick learner with a willingness to embrace new concepts and tasks.

· Demonstrated ability to work both independently and as part of a team.

· Willingness to work overtime and odd hours as needed.

· Emotionally mature and resourceful.

· Highly resourceful and capable of working independently.


*Working hours are 7am-4pm Monday to Friday onsite in Newport Beach, CA*


Join our team at House of Sillage and be part of an extraordinary journey where luxury meets artistry, and opulence knows no bounds. Your role as Executive Administrator will be pivotal in shaping the future of our brand. Apply today to embark on an opulent adventure with us.


  • Note: This job description is not exhaustive, and other duties may be assigned as needed. We are committed to creating an inclusive work environment, and reasonable accommodations will be provided for individuals with disabilities. House of Sillage is an Equal Opportunity Employer

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