C-Suite Executive Assistant

3 weeks ago

Los Angeles, United States South LA Cafe Full time
Job DescriptionJob Description

We are seeking a C-Suite Executive Assistant to join our team You will provide high-level administrative support for an Executive at our company.

Responsibilities:

  • Communication. Responding to email, managing the executive’s inbox, taking phone calls, and in general, serving as a gatekeeper so that only the necessary communication comes through.

  • Scheduling. Managing the executive’s calendar, scheduling and preparing for meetings, and coordinating travel.

  • Team coordination. Working with or managing other administrative staff or projects, which may include the executive’s personal assistant.

  • Preparation. Creating materials necessary for meetings and presentations, including doing the research necessary for use in those materials, provide the executive with everything necessary to make decisions.

  • Reports. Includes expense reports as well as reports the executive needs to stay on top of information required to do his/her job.

  • Administration. Includes everything from managing petty cash, processing mail, or even replenishing or tracking supplies needed in the office. Light bookkeeping duties may be included.

  • Serving on behalf. This may mean meeting with clients, returning communication, or relaying the executive’s wishes to reduce direct access to the executive.

  • Contact management. More than simply maintaining a contact list (though that is part of it), contact management involves helping the executive know as much as possible about a contact to give context to communication and meetings.

  • Problem solving. Being able to solve problems through critical and analytical thinking for decisive action. This is especially necessary for C-level executive assistants who may end up making managerial decisions at a moment that keeps a project moving forward.

  • Technical skills. Able to use (or quickly learn to use) the various tools necessary for document creation, file management, meetings, communication, and archiving.

Essential Skills For Executive Assistants

  • Discretion. They will be handling sensitive materials and information, some that could have significant legal or operational impact if mishandled. They are also a representative of their executive and the way they handle themselves reflects on the executive. Caution about what is said, and to whom, is necessary.

  • Organization. They will be handling the incredibly complicated schedule of a C-level executive which means planning meetings and all travel details. A high level of organization is necessary to weave meetings and travel into the rest of the daily schedule of duties.

  • Stress management. A fast-paced environment is the norm, and being able to handle the stress is necessary in order to meet deadlines and be sure the executive has everything necessary when needed to do their job at a high level of effectiveness.

  • Self-motivated. Busy C-level executives don’t have time to create task lists. Executive assistants must learn to know what they want before they know it, spotting problems that need solving and work that must be completed before being told to do it.

  • Business sense. They will be required to make decisions that are high-level at times, and must have a good sense of the priorities and preferences of their executive. They should have an understanding of corporate governance and expectations at the C-suite level, providing strategic support to their executive.

  • Growth-minded. They must be able to accept feedback and not be afraid of a misstep knowing that being in a constant state of learning and pursuing excellence is more important than avoiding failure.

  • Emotional intelligence. There will be a variety of people, from clients to team members, needing something from the executive. Having emotional intelligence is part of reading people and understanding how to draw the positive out and avoid creating conflict in a situation.

  • Adaptability. A C-level executive assistant must be able to adapt to a changing landscape. Travel plans change, meetings fall through, information is needed yesterday. At that high level, they must be ready to shift gears or make quick decisions if a situation calls for it.

​Qualifications:

  • Previous experience as an executive secretary, administrative assistant, or in other related fields
  • Strong organizational skills
  • Ability to prioritize and multitask
  • Strong attention to detail
  • Professional demeanor, in both appearance and communication.
  • Technical skills, such as common business software and protocols.
  • Sophisticated management and organizational abilities.
  • Relevant industry background or knowledge for the company the executive works at.
  • Salary may be tied to experience.

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