HiringCafe
Posted 1w ago

Executive Assistant to the CEO

@ Bovitz
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Santa Monica, California, United States
$92k-$140k/yrHybridFull Time
Responsibilities:managing calendars, coordinating travel, preparing presentations
Requirements Summary:Experienced executive/personal assistant capable of supporting C-level leaders, managing complex calendars and travel, preparing reports/presentations, strong written/verbal communication, discretion, and tech proficiency.
Technical Tools Mentioned:Microsoft Outlook, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, ChatGPT
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Job Description

Job Overview



We are seeking an experienced, highly capable assistant to provide combined executive and personal support to senior leadership. This is a dual-role position requiring the polish and discretion of a top-tier executive assistant alongside the resourcefulness and trust of a personal assistant. The ideal candidate is smart, friendly, calm under pressure, flexible, self-motivated, detail-oriented, and a quick learner who thrives in a fast-paced environment with shifting priorities.



The role requires working from the CEO’s home office one day per week most weeks, but may be more at times. 



Reporting Structure



This position reports to the CEO and will work most directly with the CEO on a day-to-day basis. The Assistant will also provide selected support to the Chairman and the Chief Creative Officer as needed.



Key Responsibilities and Duties



Executive Support (70%)




  • Manage complex, frequently changing calendars across multiple executives, including scheduling, prioritization, and conflict resolution.

  • Coordinate travel arrangements, including flights, ground transportation, accommodations, meals and the development of detailed itineraries.

  • Book restaurant reservations and coordinate business meals, client entertainment, and offsite meetings.

  • Prepare, format, and proofread monthly reports.

  • Build and maintain PowerPoint presentations for internal and external audiences, ensuring brand consistency and visual polish.

  • Develop and update Excel spreadsheets, including basic and complex, linked spreadsheets.

  • Plan and coordinate offsite meetings, as needed.

  • Weekly visit to Santa Monica office to collect and distribute mail, reroute correspondence/packages, and prepare and deposit checks in a timely and confidential manner.

  • Process expenses, reconcile receipts, and maintain organized records.

  • Handle sensitive and confidential information with absolute discretion.



 



Personal Support (30%)




  • Manage home projects and tasks, including coordinating with vendors, contractors, and service providers.

  • Schedule personal appointments and run point on time-sensitive personal logistics.

  • Plan and coordinate personal travel and family events as needed.

  • Track and follow up on outstanding household and personal items to ensure nothing falls through the cracks.

  • Maintain monthly financial budget, including monthly reconciliation and updated forecast.

  • Anticipate needs and proactively solve problems before they escalate.