Executive/Personal Assistant

2 weeks ago

San Diego CA United States IPS Nationwide Full time

IPS is one of the top customer service providers in the country. With a 18-year history of providing services for some of the largest festivals and venues, our customers know that we have both the people, as well as the processes to ensure their guest's and employee's safety.

At IPS, Our Core Mission is to ensure the best customer services for our clients by providing them with the highest trained professionals in the industry.

Personal/Executive Assistant – Must be located in the San Diego Area

We are seeking a highly organized and proactive Personal/Executive Assistant to support the CEO. The ideal candidate will be detail-oriented, resourceful, and capable of managing a variety of tasks, from scheduling to travel arrangements, while ensuring the CEO stays organized and focused on priorities.

This role requires someone who can anticipate needs, handle confidential information with discretion, and ensure the smooth functioning of day-to-day activities. The position will pay between 50 to 60k annually based on experience and qualifications.

We are a family atmosphere, and we look forward to meeting all who apply.

Administrative Support

  • Manage and coordinate schedules, appointments, and meetings.
  • Prepare and edit correspondence, reports, and presentations.
  • Handle travel arrangements, including flights, accommodations, and transportation.
  • Organize and maintain electronic and paper filing systems.

Priority Management:

  • Help the CEO stay on top of business priorities by organizing tasks, deadlines, and ensuring nothing slips through the cracks.
  • Provide reminders and assistance with time management for critical tasks and projects.

Communication and Email Management:

  • Serve as the primary point of contact between the employer and clients, or other external contacts.
  • Screen and respond to emails, phone calls, and messages on behalf of the employer.
  • Draft, proofread, and send professional communication as requested.

Task and Project Management:

  • Assist with various personal and professional projects.
  • Maintain to-do lists and follow up on task completion.
  • Coordinate with other staff or service providers to ensure tasks are completed on time.

Personal & Family Support:

  • Handle personal tasks, appointments, and family activities, ensuring the CEO’s home life is as organized as business affairs.
  •  Coordinate family events, appointments, and activities, acting as the point of contact for family-related matters.

Personal Errands:

  • Run personal errands such as shopping, picking up dry cleaning, or managing household duties.
  • Handle special requests or other daily personal matters as needed.

Confidentiality:

  • Maintain discretion and confidentiality in all matters.
  • Handle sensitive information with care and professionalism.

Health & Wellness Management:

  • Assist in organizing health-related appointments and ensuring the CEO’s health goals are maintained, including reminders for hydration, meals, and fitness.
  • Keep track of any health priorities and ensure they are incorporated into the daily schedule.

Qualifications and Skills:

  • Proven experience as a personal assistant or similar role.
  • At least 5 years of experience
  • Attention to detail
  • Strong organizational and time-management skills.
  • Excellent written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
  • Ability to multitask and prioritize workloads effectively.
  • High level of discretion and professionalism.

Work Environment:

This position will be part remote and part office-based, depending on the employer's needs. The ability to adapt to changing environments and schedules is essential.

  • Must be able to pass a background check
  • Valid driver’s license and clean driving record (if required for errands

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