Executive Assistant to CEO

3 weeks ago

Malibu, United States Passages Malibu Full time

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The Executive Assistant provides high-level support to the Chief Executive Officer, including administrative support, meeting coordination, project management, communication liaison, office management, and special projects relating to company growth, strategy, and overall operation. This person completes complex tasks and projects quickly and independently, exercising the necessary judgment to assess and appropriately react to situations that require a quick turnaround. This job requires independent judgment, discretion, and analysis involving situations with access to highly confidential and complex information. The person in this role must be able to work collaboratively with others at all levels of the organization, ensure the confidentiality of extremely sensitive information, and have a positive and professional appearance and demeanor.

**Essential Duties and Responsibilities**
- Duties may include but are not limited to the following:_
- Assist the CEO with project management tasks, ensuring deadlines are met and projects are on track
- Conduct research, analyze and interpret information, problems and proposals to support CEO decision-making process.
- Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on actions items
- Ensure the CEO is well-prepared for meetings and prepare meeting materials
- Manage and maintain the CEO's calendar, scheduling appointments, meetings, and travel arrangements
- Prepare and edit correspondence, reports, presentations, and other documents as required
- Act as a point of contact between the CEO others, maintaining an efficient flow of information between all levels of administration
- Foster positive relationships with staff, clients, and key stakeholders
- Oversee the organization and maintenance of the CEO's office, ensuring a professional and efficient working environment
- Handle extremely confidential material and using appropriate discretion for a wide variety of high-level matters.
- Research, prioritize and follow up on incoming issues and concerns of the CEO. Suggest appropriate course of action, referral or response, exercising considerable judgment in with the responsibility for analyzing such issues, and developing resolutions.
- Other duties: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.

**Qualification Guidelines**:

- Knowledge, Skills, Abilities_**_:_**
- Extremely strong attention to detail in a busy and changing work environment
- Advanced proficiency with Word, Excel, Adobe Acrobat Pro, PowerPoint, and Outlook software
- Excellent organizational skills with the ability to handle multiple tasks and prioritize effectively
- Excellent analytical skills and critical thinking, including ability to resolve problems creatively and offer alternative solutions as appropriate
- Exceptional communication, reading and writing skills, and phone etiquette
- Must be flexible in work hours to meet CEO and company needs
- Education/Experience/Licensure:_
- 5+ years of executive level assistant experience preferred, preferably supporting a CEO
- Bachelors degree in business administration or equivalent experience; certification in a related area is a plus
- Extensive experience handling highly sensitive information and managing many and varied projects and responsibilities at once
- Current, valid California Driver License with good driving record (as determined by the Company) required
- Physical Demands:_
- Normal demands associated with an office environment
- Ability to stand, walk, and sit
- Ability to work on computers for periods of time
- Work Environment:_
- Office environment with moderate noise level
- Other Requirements:_
- This position requires occasional driving as duties dictate.
- Must satisfy post-offer, pre-employment conditions such as tuberculosis screening (annually thereafter), background check (including criminal and driving record check), drug screening, reference check. Ongoing monitoring and screenings during employment in accordance with law and company policy.
- This is an in-person position located in Malibu, CA

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