Executive Assistant for CEO

4 days ago

Irvine, California, United States Park Consulting Group Full time

Job Summary:

We are seeking an experienced Executive Assistant to provide core administrative support and serve as a strategic partner to the Founder/CEO of Park Consulting Group. This dynamic position requires the ability to proactively anticipate needs and execute special projects end-to-end, balance tactical flexibility with strategic planning, and provide a consistently high level of professionalism and confidentiality.


Key Responsibilities:

  • Manage the CEO's calendar: Extensive scheduling, calendar coordination, managing complex and changing calendars, working through scheduling roadblocks while optimizing for the needs and priorities of the business.
  • Coordinate travel logistics: Domestic and international travel arrangements, including flights, accommodations, and ground transportation.
  • Support special projects: Oversee project execution, tracking progress, identifying risks and issues, and implementing corrective actions to ensure timely completion and successful outcomes.
  • Provide meeting support: Arrange and handle logistics for client and company meetings and events; ensure agendas and meeting minutes are prepared; assist in developing and distributing presentation materials; Attend meetings and take detailed notes.
  • Manage operational tasks: Contract and insurance document management, invoice payment tracking with clients and vendors, and annual City and State Business compliance.
  • Ensure visibility and communication: Smooth communication with broader company staff, enabling credibility, trust, and supporting the company staff when needed.
  • Serve as primary point of contact: Highly confidential or critical matters, prioritizing and determining appropriate course of action, referral or response, providing recommendations and decisions to reflect CEO's style and organization policy.
  • Perform errands: Execute tasks such as returns/purchases/pick-up to stores and post-office/UPS/Fedex/Amazon, purchase and sending gifts, delivering gifts, dry cleaning, coordinate deliveries and vendors at company and personal residence.


Requirements:

  • Proven experience: Complex coordination and operations in a small-business, start-up environment.
  • Executive support experience: Successfully supporting a CEO/Founder or executives with broad responsibilities is highly preferred.
  • Fast-paced environment: Relevant experience with fast-paced, growth environments, including technology companies, consulting, or similar.
  • Self-starter: Ability to complete a high volume of tasks and projects with little or no guidance.
  • Strong digital and virtual communications skills: Written and verbal.
  • Document management: Expert in producing and managing documents and deliverables from MS Office 365 Products including Outlook, Excel, PowerPoint, Word, Teams, and Sharepoint.
  • Organizational skills: Exceptional organizational skills and impeccable attention to detail.
  • Discretion and integrity: Able to maintain a high level of integrity and discretion in handling confidential information.
  • Valid Driver's License: Comfortable driving in and around Orange County, CA (will receive IRS mileage reimbursement beyond regular office commute).
  • Proficient with office productivity software: Office productivity, operations, and project management software.
  • Bachelor's Degree: Preferred.


Work Environment:

  • Remote work: Mostly remote with some days supporting the Founder/CEO in Irvine, CA office location, as well as occasional travel to client sites supporting the Founder and the client services project teams.

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