Executive Assistant to CEO

BKM Capital Partners is a growing firm, and we are looking for a highly capable, forward-thinking professional who wants to grow with us. Located in our Newport Beach, California office, the Executive Assistant to the CEO will serve as a trusted strategic partner to both the CEO and CFO, providing high-level executive support across business priorities, communications, scheduling, travel, projects, and key stakeholder relationships. This role is critical to the effectiveness of our executive leadership and the continued growth of the firm.

The Executive Assistant must thrive in a fast-paced, entrepreneurial, mission-driven, and results-oriented environment. The ideal individual anticipates needs before they arise, plans several steps ahead, exercises sound judgment, and takes ownership of action items and deliverables through completion. This person will combine exceptional administrative discipline with strong business acumen, discretion, responsiveness, and the ability to independently manage complex priorities, confidential matters, and projects from conception through execution.

This role is 100% in-office due to the collaborative nature of this role.

The Job Essentials: Key responsibilities include the following:

Executive Partnership, Anticipation and Follow-Through

• Serve as a trusted extension of the CEO and CFO by developing a deep understanding of their priorities, preferences, communication styles, and business objectives.
• Anticipate upcoming needs, risks, decisions, and required materials; plan several steps ahead and proactively address issues before they become obstacles.
• Take ownership of executive action items and deliverables by documenting commitments, assigning or confirming responsible parties, establishing timelines, and driving follow-through to completion.
• Maintain a comprehensive view of executive priorities, deadlines, meetings, travel, and strategic initiatives to ensure time and attention remain aligned with the highest-value business needs.
• Prepare the CEO and CFO for meetings and decisions by gathering background information, confirming objectives, coordinating materials, and identifying outstanding questions or dependencies.
• Use sound judgment to determine when to act independently, when to escalate, and how to appropriately represent the CEO and CFO with internal and external stakeholders.
• Identify opportunities to improve executive workflows, communication, organization, and decision-making, and implement practical solutions with minimal direction.

Calendar and Schedule Management

• Manage highly complex and fluid calendars for the CEO and CFO, strategically prioritizing appointments, meetings, conferences, and engagements based on business objectives, urgency, and executive preferences.
• Anticipate and resolve scheduling conflicts proactively, protecting focus time and creating sufficient preparation, travel, and transition time between commitments.
• Plan, coordinate, and actively manage the CEO’s and CFO’s schedules, ensuring commitments are followed, respected, and adjusted when business priorities change.
• Ensure the CEO and CFO are fully prepared for each meeting with agendas, background information, talking points, decision items, and supporting materials; confirm internal attendees deliver promised materials in advance.
• Schedule prospective investor calls and set up Zoom meetings as needed.

Travel Coordination

• Coordinate complex travel arrangements for the CEO & CFO, including booking flights, accommodations, and transportation.
• Ensure all travel plans align with the CEO’s & CFO’s preferences and business priorities.
• Prepare detailed travel itineraries and monitor travel plans for any changes or delays.

Communication and Correspondence

• Communicates directly with management team and staff, as needed, on matters related to the executive leader’s initiatives.
• Serve as the primary point of contact for internal and external communications with the office of the CEO.
• Manage the CEO’s inbox, including responding to messages, drafting emails, organizing the inbox and highlighting priority emails.
• Draft and prepare correspondence, presentations, and reports for executive meetings and other purposes.
• Act as a liaison between the CEO and internal/external contacts as necessary.
• Attend executive and leadership meetings as requested; capture clear decisions, action items, owners, and deadlines; distribu…