Executive Assistant

2 weeks ago

santa monica, United States Bold Consulting Full time

Company Overview:

Our client is a mission-driven clean skincare company dedicated to crafting high-quality, sustainable, and effective skincare solutions. Our commitment to transparency, ethical sourcing, and eco-friendly practices is at the heart of everything we do. This is an opportunity to work for a company that is much more than a beauty and skin care brand. As a public B(enefit)-Corporation, the Company established the industry-standard for transparency and safety in personal care/beauty through its sourcing, labeling, testing, & screening protocols. The Company’s products continuously push the boundaries of performance innovation without sacrificing safety, offering today’s consumers immediate solutions.


Position Overview:

The Executive Assistant will provide support to the CEO, helping ensure the CEO’s time is managed effectively. The ideal candidate is highly organized, proactive, and adaptable, with a passion for the beauty industry and sustainability. This role offers a unique opportunity to be part of a fast-growing company and contribute to its success.


Primary Position Responsibilities include but are not limited to:


CEO Support + Office Management


  • Drive priorities and manage short-term and long-term schedules; prepare CEO for meetings and appointments; pre-review meeting materials for quality and take action on the CEO’s behalf when appropriate.
  • Respond to inquiries; oversee incoming communications, and when appropriate take action on the CEO’s behalf.
  • Be versed in dealing and interacting with senior executives to include at the Chief Innovation Officer level, political leaders and other key stakeholders.
  • Manage and maintain demanding daily business appointment calendar; make recommendations to resolve scheduling conflicts.
  • Liaise with outside parties to manage appointments outside the office.
  • Screen heavy volume of incoming e-mail and regular mail.
  • Manage complex travel arrangements and all logistics, including working with 3rd party travel consultant to plan, make and verify travel arrangements for airline, hotel, etc.
  • Process travel itineraries and make changes before and during trips when necessary.
  • Process expense reports.
  • Perform day-to-day tasks including, but not limited to, managing detailed business and personal calendars, meetings and logistics; handling phones; preparing materials; and setting up department activities.
  • Ensure CEO is prepared for all meetings to include organizing appropriate staff work such as read-ahead material, talking points and other relevant material.
  • Perform research related to executive travel briefings, events planning and other matters at the direction of the CEO manage special projects and special events.
  • Determine importance of meeting requests in the context of CEO’s priorities and schedule accordingly. Ensure deadlines are met.
  • Post appropriate agendas and read-aheads to ensure meetings are efficiently managed. Ensure proper attendance.
  • Maintain accurate databases electronically to include address books, files and contacts.
  • Assist with limited personal tasks on behalf of the CEO.
  • Handle sensitive and confidential information with discretion.
  • Oversee day-to-day office operations to ensure a productive and efficient environment.
  • Manage office supplies, equipment, and vendor relationships.
  • Coordinate office maintenance, ensuring a clean and professional workspace.
  • Act as the primary point of contact for office-related needs.
  • Support office guests upon arrival.


Knowledge/Skills/Abilities/Qualifications:

  • Experience as a C-suite Executive Assistant.
  • Absolute discretion in all matters, utilizing emotional intelligence to establish rapport with the CEO and various staff members.
  • Strong organizational skills and attention to detail.
  • Exceptional verbal and written communication skills.
  • Excellent time management skills.
  • Ability to collaborate and work effectively with people at all levels of the organization and cross-functionally.
  • Adept working in a fast-paced environment, able to efficiently manage multiple tasks/projects simultaneously.
  • Ability to work effectively in high pressure situations.
  • Proficiency with Microsoft Office applications (e.g. Outlook, Word, PowerPoint, etc.).


Work Location and Hours:

  • Employee will work in our corporate offices located in Santa Monica, CA and remotely, as arranged with CEO.
  • Work Hours: General company-wide work hours are from 8:30am – 5:30pm PT, though the Executive Assistant is expected to be more broadly available and accessible, given the nature of the role and its responsibilities.


Travel:

• Limited, periodic travel may be necessary, based on applicable CEO travel.


What We Offer:

• Competitive salary and benefits package.

• An opportunity to grow with a dynamic and innovative company.

• A positive, collaborative work culture.

• Staff discounts on clean skincare products.

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