Executive Assistant to the President & CEO - Defined Staffing Solutions
Anaheim, CA 92801
About the Job
Position Overview:
We are seeking a dynamic and proactive Executive Assistant to support the President & CEO of our organization. This individual will play a pivotal role in ensuring the efficient operation of the CEO’s office by providing top-tier administrative support, managing high-level projects, and serving as a central point of communication and coordination. The ideal candidate will have exceptional organizational skills, a strong attention to detail, and the ability to manage confidential information with the utmost discretion. This position also involves providing administrative support to the Board of Directors and executive management team, making it an integral role within the company.
Key Responsibilities:
- Administrative Support: Manage the CEO’s daily calendar, ensuring all appointments, meetings, and events are accurately scheduled. Prepare necessary documents and materials for meetings, and handle follow-ups as needed.
- Executive Liaison: Serve as the primary point of contact between the CEO’s office and internal/external stakeholders. Handle correspondence, calls, and requests in a professional and timely manner.
- Project Management: Support the CEO with project coordination and research, compiling relevant data and preparing reports to inform decision-making. Take ownership of special projects as assigned, ensuring timely and successful completion.
- Board of Directors Support: Coordinate Board and Committee meetings, prepare agendas and meeting materials, and take detailed minutes. Maintain accurate records of Board activities and manage the distribution of reports and other documentation.
- Travel & Itinerary Planning: Arrange domestic and international travel for the CEO, including flights, accommodations, and transportation. Prepare detailed travel itineraries, ensuring all logistics are well-coordinated.
- Document Preparation & Review: Draft, edit, and proofread documents, including business correspondence, proposals, and reports. Maintain consistency and quality in all written communications.
- Confidentiality & Discretion: Handle sensitive information and confidential matters with discretion. Manage confidential files and ensure that information is not shared inappropriately.
- Team Collaboration: Provide administrative support to senior management as needed. Work closely with HR, Finance, and other departments on cross-functional projects.
- Office Management: Oversee general administrative functions of the office, including maintaining office supplies and coordinating with vendors. Act as the point of contact during the CEO’s absence, ensuring business continuity.
Required Skills & Qualifications:
- Bachelor’s degree preferred, with 5+ years of experience supporting senior-level executives.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
- Outstanding verbal and written communication skills.
- Strong organizational and multitasking abilities, with proven experience managing multiple priorities in a fast-paced environment.
- High level of professionalism, integrity, and ability to handle confidential matters.
- Ability to work independently and anticipate the needs of the CEO.
- Flexibility to adjust to shifting priorities and handle last-minute changes.
- Experience supporting a Board of Directors or executive committee is a plus.
Work Environment:
- The position requires flexibility in working hours to accommodate the CEO’s schedule, including occasional early mornings, evenings, and weekends.
- Must be able to travel locally as needed and be available for some on-call support outside of regular business hours.
Physical Requirements:
- Frequent sitting, standing, and occasional light lifting (up to 25 lbs).
- Use of office equipment such as computers, phones, and printers.
Source : Defined Staffing Solutions