Executive Assistant - New Gig Solutions

Job Title: Executive Assistant

Location: Encino, CA – This Role is 100% onsite

Overview:

New Gig Solutions is seeking a highly organized and adaptable Executive Assistant on behalf of our client, a dynamic business owner. This role is essential to the seamless operation of the executive’s daily activities, from administrative tasks to strategic support. The ideal candidate will be resourceful, thrive in a fast-paced environment, and be comfortable juggling a variety of responsibilities. No two days will be the same, and the ability to manage changing priorities is key to success in this position.

Key Responsibilities:

1. Executive Support:

• Manage and prioritize the owner’s calendar, coordinating appointments, meetings, and events.
• Serve as a gatekeeper by handling correspondence, emails, and communications on behalf of the owner.
• Organize and prepare materials for meetings, including agendas, reports, and presentations.
• Assist in preparing executive-level documents and reports.

2. Administrative Duties:

• Handle confidential information with professionalism and discretion.
• Maintain and organize both physical and digital documents, files, and records.
• Coordinate travel arrangements, including flights, accommodation, and ground transportation.
• Ensure the owner is well-prepared for meetings and events.

3. Project Management:

• Lead special projects as assigned, ensuring timely completion and alignment with company objectives.
• Track project timelines and deliverables, holding stakeholders accountable for progress.
• Assist in overseeing company initiatives and delegate tasks as necessary.

4. Operational Support:

• Collaborate with various departments to ensure alignment with the owner’s priorities and facilitate communication.
• Coordinate events, meetings, and social engagements, managing all logistics.
• Assist with personal tasks and responsibilities as needed.

5. Client and Vendor Relations:

• Act as a point of contact between the owner, clients, and vendors.
• Ensure timely communication and resolution of issues among all parties involved.

Qualifications:

• Excellent organizational and time-management skills, capable of handling multiple tasks in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and manage sensitive information discreetly.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Initiative, problem-solving skills, and a proactive attitude.
• Flexibility to adapt to the owner’s evolving needs and schedule changes.

Preferred Qualifications:

• Bachelor’s degree in business administration or a related field.
• Proven experience as an executive assistant or in a similar role supporting a senior executive.
• Experience in project management or operations.
• Strong understanding of business operations and organizational processes.