![PSQ Productions](https://media.trabajo.org/img/noimg.jpg)
Executive Assistant
1 month ago
Job Overview:
This role will primarily support the Chief Operating Officer (COO) and may extend to assisting other executives within the organization. The ideal candidate should possess excellent organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. This is a pivotal role that encompasses various administrative, event support, and organizational responsibilities.
Key Responsibilities:
This job description is not intended to contain a comprehensive listing of activities, duties or responsibilities required of the position. Additional activities, duties or responsibilities may be assigned.
Administrative Support:
- Calendar Management:
- Proactively manage the executive leadership team’s schedule, ensuring efficient use of time and prioritizing critical meetings and appointments.
- Coordinate and schedule internal and external meetings, taking into account time zones and availability.
- Travel Coordination:
- Arrange and coordinate all travel logistics, including flights, accommodations, ground transportation, and itinerary planning.
- Correspondence and Communication:
- Draft, edit, and proofread emails, letters, and other communications on behalf of the executive leadership team.
- Respond to routine inquiries, redirecting or escalating as necessary.
- Maintain a high level of professionalism in all written and verbal communication.
- Expense Management:
- Track and manage leadership team’s expenses, ensuring accurate and timely submission of expense reports.
- Reconcile credit card statements and receipts.
- Office Organization:
- Maintain a well-organized and efficient office environment.
- Order and manage office supplies, ensuring that necessary items are always available.
- Confidentiality:
- Handle sensitive and confidential information with discretion and confidentiality.
- Establish and maintain a high level of trust with the executive team and other stakeholders.
- Special Projects:
- Support the executive leadership team in various special projects, conducting research, gathering data, and providing administrative assistance as required.
- Collaborate with cross-functional teams to ensure project milestones are met.
Event Support:
- Event Planning:
- Collaborate with the COO and relevant stakeholders to conceptualize, research, plan, and execute various ideas that pertain to events.
- Propose and implement innovative ideas to enhance the quality and impact of PSQ Productions' events.
- Logistics Coordination:
- Coordinate with vendors and suppliers to ensure timely delivery of services and materials.
- Guest Services:
- Serve as a point of contact for event attendees, addressing inquiries and providing assistance.
- Coordinate registration processes and manage guest lists.
- On-site Support:
- Be present during events to manage on-site logistics, handle unforeseen issues, and ensure the smooth execution of the program.
- Collateral Preparation:
- Assist in the creation of event materials, including programs, signage, and promotional items.
- Ensure that all materials are printed and ready for distribution as needed.
- Post-Event Evaluation:
- Conduct post-event evaluations to gather feedback and assess the success of the event.
- Compile and analyze data to identify areas for improvement and implement changes for future events.
Organization and Documentation:
Note Taking for Meetings:
- Prepare meeting agendas, collate relevant documents, and distribute materials in advance.
- Attend meetings with the COO and other executives, capturing detailed and comprehensive notes.
- Summarize key discussion points, decisions, and action items during and after meetings.
- Meeting Follow-Up:
- Compile meeting notes into clear and concise summaries for distribution to relevant stakeholders.
- Ensure that action items are documented and distributed promptly after meetings.
- Asana Task Management:
- Utilize Asana, our task management platform, to create and organize tasks based on meeting notes and action items.
- Assign tasks to the appropriate team members and set deadlines for completion.
- Integration of Notes with Asana:
- Seamlessly integrate meeting notes and action items into Asana, providing a centralized location for tracking progress.
- Use Asana to link relevant documents, files, and resources to corresponding tasks.
- Task Prioritization:
- Work with the COO to prioritize tasks within Asana, ensuring alignment with overall company priorities.
- Regularly review and update task priorities based on changing business needs.
- Collaboration with Team Members:
- Collaborate with team members using Asana to facilitate communication and ensure transparency in task progress.
- Provide training and support to team members on Asana usage as needed.
- Documentation Workflow:
- Establish a seamless workflow for documenting meeting notes, translating action items into tasks, and tracking progress in Asana.
- Streamline the process for updating Asana with new information and developments.
- Task Status Reporting:
- Generate regular reports from Asana to provide status updates on ongoing tasks and projects.
- Share these reports with relevant stakeholders to keep them informed of progress.
- Asana Optimization:
- Continuously explore and implement new features within Asana to optimize task management processes.
- Stay informed about best practices for using Asana to enhance efficiency.
- User Training and Support:
- Provide training sessions for team members on effective use of Asana for task management.
- Offer ongoing support and troubleshooting for Asana-related inquiries.
- Stakeholder Liaison:
- Serve as a primary point of contact between the COO and internal/external stakeholders.
- Manage and prioritize incoming communications, filtering and redirecting inquiries as necessary.
- Email Correspondence:
- Draft, edit, and proofread emails on behalf of the COO, maintaining a professional and consistent tone.
- Manage the COO's email inbox, categorizing and responding to messages promptly.
- Phone and Voicemail Management:
- Answer and screen phone calls, taking accurate messages and ensuring timely responses.
- Manage the COO's voicemail, prioritizing and forwarding messages as needed.
- File and Information Management:
- Establish and maintain a systematic and organized filing system for physical and electronic documents.
- Ensure accessibility and ease of retrieval for important files, records, and reference materials.
Project Coordination:
- Project Planning:
- Collaborate with the COO and other executives in the planning and initiation of projects.
- Develop comprehensive project plans, outlining tasks, milestones, and timelines.
- Cross-Functional Collaboration:
- Work closely with various departments to ensure effective cross-functional collaboration on projects.
- Serve as a liaison between teams, facilitating communication and information flow.
- Task Assignment and Tracking:
- Assist in the assignment of tasks to team members based on project requirements.
- Utilize project management tools to track task progress and ensure deadlines are met.
- Resource Allocation:
- Collaborate with department heads to allocate resources effectively, including personnel, budget, and equipment.
- Ensure that teams have the necessary resources to execute project tasks.
- Risk Management:
- Identify potential risks to project success and develop mitigation strategies.
- Regularly assess and update risk management plans throughout the project lifecycle.
- Presentation Preparation:
- Assist in the creation and preparation of presentations for project updates, stakeholder meetings, and executive briefings.
- Compile and organize relevant data and information to support presentation content.
- Proposal Support:
- Collaborate with the COO and other executives in the development of proposals for new projects or business opportunities.
- Assist in researching and gathering information to strengthen proposal content.
- Document Review and Editing:
- Review project-related documents, proposals, and reports for accuracy, consistency, and alignment with company standards.
- Edit and proofread documents to ensure clarity and professionalism.
- Client Communication:
- Act as a point of contact for clients or stakeholders involved in the project.
- Communicate project updates, address inquiries, and manage client expectations.
- Project Reporting:
- Generate regular project status reports for the COO and other executives.
- Summarize key metrics, accomplishments, and challenges, providing insights for decision-making.
- Quality Assurance:
- Implement quality assurance processes to ensure that project deliverables meet established standards.
- Conduct regular reviews to identify areas for improvement and implement corrective actions.
- Timeline Management:
- Work closely with the COO to ensure that project timelines are realistic and achievable.
- Communicate any potential delays or issues, proposing solutions to keep projects on track.
- Lessons Learned:
- Facilitate post-project evaluations to capture lessons learned and identify areas for improvement.
- Use feedback to enhance future project management processes.
Requirements
- Prior experience required
- Maintaining the highest level of professionalism and confidentiality is a must.
- Proven experience as an executive assistant or similar role in the events industry.
- Exceptional organizational and multitasking skills.
- Strong written and verbal communication skills.
- Proficient in Google & Microsoft Systems including Asana.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Detail-oriented and able to work well under pressure.
Benefits
Monday - Friday 9AM - 6PM
$20 - $25 Per Hour
-
Executive Assistant
3 weeks ago
Irvine, United States Calqulate Full timeJob DescriptionJob DescriptionPosition: Executive Assistant to the CEOLocation: Irvine, CA (Hybrid)Company Overview: Join a dynamic and fast-growing Technology Consulting Firm as an Executive Assistant to the Founder/CEO. This role goes beyond traditional administrative support, offering the opportunity to engage in strategic partnership and project...
-
Executive Assistant
4 days ago
Irvine, United States Roth Staffing Companies Full timeExecutive AssistantLocation: IrvinePay: Up to $150kDirect HireOn-site 100%Well-known supplier company is looking for an Executive Assistant to provide top-tier support to their dynamic and busy CEO. This critical role requires a candidate with a solid grasp of the skills necessary to excel as an EA. The ideal candidate will be committed to producing...
-
Executive Assistant
4 weeks ago
Irvine, United States Roth Staffing Companies Full timeExecutive Assistant Location: Irvine Pay: Up to $150k Direct Hire Well-known supplier company is looking for an Executive Assistant to provide top-tier support to their dynamic and busy CEO. This critical role requires a candidate with a solid grasp of the skills necessary to excel as an EA. The ideal candidate will be committed to producing high-quality...
-
Executive Assistant
4 weeks ago
Irvine, United States Roth Staffing Companies Full timeExecutive AssistantLocation: IrvinePay: Up to $150kDirect HireWell-known supplier company is looking for an Executive Assistant to provide top-tier support to their dynamic and busy CEO. This critical role requires a candidate with a solid grasp of the skills necessary to excel as an EA. The ideal candidate will be committed to producing high-quality work,...
-
Executive Assistant
4 days ago
Irvine, United States Roth Staffing Companies Full timeExecutive Assistant Location: Irvine Pay: Up to $150k Direct Hire On-site 100% Well-known supplier company is looking for an Executive Assistant to provide top-tier support to their dynamic and busy CEO. This critical role requires a candidate with a solid grasp of the skills necessary to excel as an EA. The ideal candidate will be committed to producing...
-
Executive Assistant
4 weeks ago
Irvine, United States Ultimate Staffing Full timeExecutive AssistantLocation: IrvinePay: Up to $150kDirect Hire Well-known supplier company is looking for an Executive Assistant to provide top-tier support to their dynamic and busy CEO. This critical role requires a candidate with a solid grasp of the skills necessary to excel as an EA. The ideal candidate will be committed to producing high-quality work,...
-
Executive Assistant
15 hours ago
Irvine, United States Ultimate Staffing Full timeExecutive AssistantLocation: IrvinePay: Up to $150kDirect Hire Well-known supplier company is looking for an Executive Assistant to provide top-tier support to their dynamic and busy CEO. This critical role requires a candidate with a solid grasp of the skills necessary to excel as an EA. The ideal candidate will be committed to producing high-quality work,...
-
Senior Executive Assistant
1 week ago
Irvine, California, United States Nikkiso Cryogenic Industries Full timeCompany Overview:Nikkiso Cryogenic Industries is a premier provider of cryogenic solutions, including pumps, heat exchangers, and process systems, serving the liquefied natural gas (LNG), liquefied hydrogen (LH2), and industrial gases sectors. Our applications span fueling stations, marine engines, peak shaving, power generation, virtual pipelines, carbon...
-
Senior Executive Assistant
1 week ago
Irvine, California, United States Roth Staffing Companies Full timePosition: Executive AssistantOverview:We are seeking a dedicated Executive Assistant to provide exceptional support to our dynamic CEO. This pivotal role demands a candidate who possesses a strong understanding of the competencies required to thrive as an Executive Assistant. The ideal individual will be focused on delivering high-quality outcomes,...
-
Senior Executive Assistant
1 week ago
Irvine, California, United States Roth Staffing Companies Full timePosition: Executive AssistantLocation: Not specifiedCompensation: Up to $150kEmployment Type: Direct HireA reputable supplier organization is seeking an Executive Assistant to deliver exceptional support to their proactive and engaged CEO. This pivotal position demands a candidate who possesses a thorough understanding of the competencies required to thrive...
-
Senior Executive Assistant
1 week ago
Irvine, California, United States Roth Staffing Companies Full timePosition: Executive AssistantLocation: Not specifiedCompensation: Up to $150kEmployment Type: Direct HireA prominent supplier organization is seeking an Executive Assistant to deliver exceptional support to their dynamic and busy CEO. This pivotal role demands a candidate with a robust understanding of the competencies required to thrive as an Executive...
-
Senior Executive Assistant
3 days ago
Irvine, California, United States Roth Staffing Companies Full timePosition: Executive AssistantLocation: Not specifiedCompensation: Up to $150kType: Direct HireCompany Overview: Roth Staffing Companies is seeking a dedicated Executive Assistant to provide exceptional support to a high-profile CEO. This pivotal role demands a professional with a comprehensive understanding of the essential skills required for success in an...
-
Irvine, United States BIORAY® Full timeEXECUTIVE ASSISTANT, BIORAY®ABOUT BIORAYFor the last 34 years, BIORAY® balances nature and science to create safe and effective liquid herbal supplements that support health, vitality, and the environment. BIORAY®'s main purpose is to help people find their own unique path to healing at every life stage.We're dedicated to "Helping people find their own...
-
Sr. Executive Assistant
1 week ago
Irvine, United States Origence Full timeJob DescriptionJob DescriptionAbout OrigenceWith 30 years at the forefront of fintech innovation, we specialize in SaaS lending solutions that lead the industry. Our core mission is customer-centric, focusing on empowering Credit Unions across the United States with the tools to offer accessible, competitive lending services. We're deeply committed to...
-
Chief Executive Officer's Assistant
1 week ago
Irvine, California, United States Calqulate Full timeJob OverviewPosition: Executive Assistant to the CEOCompany Overview: Calqulate is a progressive Technology Consulting Firm seeking an Executive Assistant to support the Founder/CEO. This role transcends conventional administrative duties, providing a unique opportunity to engage in strategic initiatives and project management. The position offers a flexible...
-
Senior Executive Assistant to the CEO
3 days ago
Irvine, California, United States Calqulate Full timeJob OverviewPosition: Executive Assistant to the CEOCompany Overview: Calqulate is a forward-thinking Technology Consulting Firm seeking an Executive Assistant to provide comprehensive support to the CEO. This role is integral to enhancing operational efficiency and fostering strategic initiatives within the organization.Role Summary: We are in search of a...
-
Senior Executive Assistant to the CEO
1 week ago
Irvine, California, United States Calqulate Full timeJob OverviewPosition: Executive Assistant to the CEOCompany Overview: Calqulate is a rapidly expanding Technology Consulting Firm seeking an Executive Assistant to support the Founder/CEO. This position transcends conventional administrative roles, providing an opportunity to engage in strategic initiatives and project management. The role offers a hybrid...
-
Executive Assistant, Office Administrator
4 weeks ago
Irvine, United States Tevora Full timeJob DescriptionJob DescriptionExecutive Assistant, Office Administratorat TevoraIrvine, CAIf you haven't heard of Tevora, it's because we've done our job!Tevora is a tight-knit community of professionals with a shared passion for our craft. Every day, we combine in-depth knowledge of cybersecurity, technology, and compliance to help create more...
-
Executive Office Assistant
2 months ago
Irvine, United States MAHLER PRIVATE STAFFING Full timeA well-established Family Office is seeking an Executive Office Assistant (EOA) to support the Family Office team by implementing requests from the office leadership team in real-time. The role involves a variety of administrative and operational duties, requiring proficiency in scheduling and calendar management, policy and procedure execution,...
-
Executive Office Assistant
2 months ago
Irvine, United States MAHLER PRIVATE STAFFING Full timeJob DescriptionJob DescriptionA well-established Family Office is seeking an Executive Office Assistant (EOA) to support the Family Office team by implementing requests from the office leadership team in real-time. The role involves a variety of administrative and operational duties, requiring proficiency in scheduling and calendar management, policy and...