Executive Assistant to the CEO

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.

Experience

• Demonstrated experience supporting senior-level executives in both an executive and personal assistant capacity.
• Track record of managing competing priorities across multiple principals in a demanding professional environment.

Technical Skills

• Strong proficiency in Microsoft Outlook, Excel, PowerPoint, and Word.
• Comfort and fluency with ChatGPT and other AI tools for drafting, research, and productivity.
• Solid general technology skills, with the ability to troubleshoot common computer issues independently.
• Ability to work effectively with external, off-site help desk support when issues require escalation.

Communication & Writing

• Excellent written communication skills, including the ability to draft polished correspondence, reports, and messages on behalf of executives.
• Strong verbal communication and interpersonal skills; highly professional in all interactions.
• Able to motivate and influence others — internal teams, vendors, and external partners — to deliver on what is needed and within deadline.

Personal Qualities

• Smart and quick to learn new systems, people, and contexts.
• Friendly and approachable, with a warm professional demeanor.
• Calm under pressure and able to maintain composure during demanding moments.
• Flexible and adaptable as priorities shift throughout the day.
• Self-motivated; takes initiative without requiring direction on every task.
• Detail-oriented with a high standard for accuracy and follow-through.
• Discreet and trustworthy with confidential business and personal information.

Physical Requirements

This position is primarily performed in a remote office environment. The employee is regularly required to sit for extended periods of time; use hands and fingers to operate a computer keyboard, mouse, and other office equipment; and communicate effectively via phone, video conferencing, and written communication. The employee may occasionally need to stand, walk, and lift or move ite…