Executive Assistant to the CEO

Job Summary

We are seeking a dynamic and highly organized Executive Assistant to support the CEO in all aspects of administrative and operational functions. This vital role requires a proactive professional who can manage complex schedules, facilitate communication, coordinate projects, and handle a variety of clerical tasks with precision and enthusiasm. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, technical proficiency, and the ability to collaborate effectively with C-suite executives. This paid position offers an exciting opportunity to contribute directly to the leadership team while developing your professional skill set.

Responsibilities

• Manage and coordinate the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements using Microsoft Outlook Calendar and Google Workspace.
• Prepare, proofread, and transcribe correspondence, reports, presentations, and meeting notes with attention to detail.
• Facilitate communication by handling phone calls with professionalism and courtesy using multi-line phone systems and practicing excellent phone etiquette.
• Organize and maintain files, records, and documentation through efficient filing systems both digitally and physically.
• Assist with event planning for company meetings, conferences, and special events, ensuring all logistics are handled smoothly.
• Support bookkeeping activities such as data entry, invoicing, expense tracking using QuickBooks or similar software.
• Coordinate projects across departments, ensuring deadlines are met and deliverables are completed efficiently.
• Handle office management duties including supply procurement, front desk responsibilities, and overseeing office operations to ensure a productive work environment.
• Utilize video conferencing software for virtual meetings and assist with technical setup as needed.
• Collaborate closely with other executive team members to streamline processes and improve overall organizational productivity.

Skills

• Proven experience as an executive assistant or personal assistant supporting C-suite executives in a fast-paced setting.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and productivity software.
• Excellent organizational skills with the ability to prioritize tasks effectively while managing multiple projects simultaneously.
• Exceptional written and verbal communication skills coupled with proofreading and transcription abilities.
• Technical proficiency in video conferencing tools such as Zoom or Microsoft Teams; familiarity with DocuSign for document signing processes.
• Experience in event planning, office management, bookkeeping (QuickBooks), data entry, filing systems, and clerical support functions.
• Demonstrated professionalism in phone etiquette and customer service interactions.
• Ability to work independently with minimal supervision while maintaining high attention to detail.
• Strong organizational skills combined with a proactive attitude toward problem-solving and process improvement.

Join our team as an Executive Assistant to the CEO where your energy fuels our success! Bring your expertise in administrative support combined with your passion for organization to make a meaningful impact every day—helping our leadership thrive while advancing your career in a vibrant environment!

Pay: $71,586.88 - $86,212.16 per year

Work Location: Hybrid remote in San Francisco, CA 94105