Executive Assistant to the CEO (Hybrid)

Executive Assistant to the CEO

We are seeking an exceptional Executive Assistant to become the trusted right hand to our CEO. This is far more than a traditional administrative position, it’s an opportunity to become an indispensable partner to a nationally recognized business coach, speaker, author, and trainer.

We’re looking for someone who genuinely enjoys making other people’s lives easier, thrives in a fast-paced environment, and takes tremendous pride in organization, accuracy, responsiveness, and follow-through.

If you’re energized by solving problems, anticipating needs before you’re asked, and keeping dozens of personal & professional pieces running seamlessly, we’d love to meet you.

POSITION SUMMARY

• Busy professional business coach, speaker, author, and national trainer seeking an experienced Executive Assistant to provide both executive and light personal support.
• Hybrid position: Work remotely on Mondays and Fridays and in person in Manhattan Beach on Tuesdays, Wednesdays, and Thursdays.
• Approximately 80% Executive Assistant responsibilities and 20% Personal Assistant responsibilities.
• This is a rare opportunity to work alongside a dynamic business leader and gain exposure to every facet of a growing coaching business.
• You’ll serve as the CEO’s trusted partner by protecting her time, anticipating needs, solving problems, managing priorities, and ensuring nothing falls through the cracks.
• The ideal candidate thrives in a high-accountability environment where excellence, urgency, accuracy, and responsiveness are expected every day.
• Must possess exceptional written and verbal communication skills, outstanding organizational abilities, strong technology skills, and the ability to manage multiple priorities with confidence and professionalism.
• Must be a collaborative team player with a positive attitude who enjoys supporting others and contributing to the success of the entire organization.
• Availability to support our live client retreats in Southern California approximately 2–3 times per year (Thursday through Saturday).
• We are looking for someone seeking a long-term career as an Executive Assistant

JOB RESPONSIBILITIES

Executive Support

• Manage the CEO’s complex business and personal calendar with exceptional attention to detail.
• Coordinate meetings, appointments, travel arrangements, and scheduling logistics.
• Prioritize competing requests while proactively resolving scheduling conflicts.
• Manage client scheduling, communication, customer inquiries, and follow-up.
• Draft, proofread, and send professional emails and correspondence on behalf of the CEO.
• Serve as a gatekeeper while ensuring clients receive an exceptional customer experience.
• Keep the CEO organized, focused, and on track by proactively managing priorities and daily action items.

Operations & Project Coordination

• Support the Operations Director with projects, administrative work, and client scheduling.
• Coordinate projects across multiple team members to ensure deadlines are met.
• Research solutions and troubleshoot technology and operational challenges.
• Assist with documenting processes and improving operational efficiency.
• Support live event planning and execution for client retreats and training events.

Personal Assistant Support (Approximately 20%)

• Coordinate personal appointments and household service providers.
• Run occasional local errands (gas allowance provided).
• Assist with miscellaneous personal projects and logistics.
• Manage client appreciation tasks, including ordering gifts, shipping packages, and coordinating birthday cards.
• Handle special projects that help maximize the CEO’s time and productivity.

REQUIREMENTS

• Minimum of 3 years of experience supporting a senior executive or business owner as an Executive Assistant or Senior Administrative Assistant.
• Exceptional verbal and written communication skills.
• Outstanding organizational skills with meticulous attention to detail.
• Demonstrated ability to manage a high-volume calendar and multiple competing priorities.
• Ability to anticipate needs, think several steps ahead, and proactively solve problems.
• Strong sense of urgency with the ability to execute quickly without sacrificing accuracy.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Highly proficient with Microsoft Outlook, Word, Excel, Dropbox, Zoom, and other business technology platforms.
• Comfort…