Executive Assistant

The Executive Assistant will primarily support the CEO by managing schedules, coordinating meetings, anticipating needs, organizing priorities, and ensuring important details and follow-up items do not fall through the cracks. The role will also provide administrative support to members of the leadership team as needed.

This position requires strong judgment, discretion, flexibility, and the ability to manage multiple priorities while remaining calm, responsive, and highly organized. The ideal candidate is someone who thinks several steps ahead, proactively identifies potential issues or opportunities, and takes initiative to solve problems before they become urgent. Because the role includes local errands, office management, and occasional in-person support, the Executive Assistant must be based in the Santa Barbara area and have reliable access to a personal vehicle. Personal-assistance responsibilities may also be required on an as-needed basis.

What You’ll Do

CEO Support

• Serve as a trusted administrative partner and primary point of support for the CEO.
• Manage and maintain the CEO’s calendar, including scheduling meetings, coordinating logistics, resolving conflicts, and protecting time for high-priority work.
• Anticipate upcoming needs and proactively prepare the CEO for meetings, deadlines, travel, and key decisions.
• Coordinate internal and external meetings, including agendas, meeting materials, attendee communication, and follow-up.
• Take clear, organized notes during meetings and document key decisions, action items, owners, and deadlines.
• Track follow-up items and proactively ensure commitments and next steps are completed.
• Help organize and prioritize incoming requests, communications, and competing demands on the CEO’s time.
• Draft, edit, and organize emails, documents, presentations, and other communications as needed.
• Coordinate travel, reservations, itineraries, and related logistics when required.
• Handle confidential and sensitive information with sound judgment and a high level of discretion.
• Identify potential scheduling conflicts, gaps, risks, or opportunities and recommend solutions before they become issues.

Leadership Team Support

• Provide scheduling and administrative support to members of the leadership team as needed.
• Coordinate leadership meetings, including calendars, agendas, meeting materials, note-taking, and follow-up.
• Capture action items and help maintain accountability for key projects and leadership priorities.
• Assist with internal communications, planning sessions, team meetings, and special initiatives.
• Support cross-functional coordination by helping ensure important information, decisions, and next steps are communicated clearly.
• Help leadership team members stay organized and aligned when priorities or timelines shift.
• Manage financial and expense administration, including tracking, reconciliation, and reporting.
• Oversee expense submissions and ensure timely processing and compliance.

Office Management, Local Support, and Personal Assistance

• Help maintain an organized, professional, and well-functioning office environment.
• Coordinate office supplies, equipment, vendors, deliveries, and other operational needs.
• Manage local errands and in-person tasks, including pickups, deliveries, purchases, event support, and other business-related needs.
• Assist with planning and coordinating company meetings, team gatherings, events, and occasional off-site activities.
• Identify office or operational needs proactively and take ownership of resolving them.
• Maintain organized records and systems related to office operations and administrative responsibilities.
• Provide occasional personal-assistance support to the CEO on an as-needed basis, including personal scheduling, reservations, errands, appointments, purchases, and other time-sensitive logistical needs when requested.
• Maintain appropriate discretion and professional boundaries while handling both business and personal matters.

Required Qualifications

• 3+ years of experience supporting a senior executive, founder, business owner, or leadership team in an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, or similar role.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities, deadlines, and changing needs.
• Highly proactive with a strong ability to anticipate needs, think ahead, and…