Executive Assistant to CEO

About the Role

We are seeking a highly organized, resourceful, and dependable Executive Assistant to provide direct support to our CEO and business owner. This is a high-visibility role for someone who can operate independently, exercise sound judgment, and professionally represent the CEO in conversations with employees, vendors, contractors, business partners, and other outside parties.

Our CEO is an entrepreneur involved in multiple businesses, projects, and initiatives. The ideal candidate can quickly understand priorities, keep projects moving, manage competing demands, and handle conversations and follow-up on the CEO’s behalf without requiring constant direction.

This is a fast-paced environment where priorities can change quickly. The person in this role must be comfortable working under pressure, handling time-sensitive situations, and maintaining organization when several priorities are competing for attention.

Consistent and reliable availability during scheduled working hours is essential due to the nature of the position and the level of direct support provided to the CEO.

Key Responsibilities

• Manage and maintain the CEO’s calendar, including scheduling, rescheduling, prioritizing meetings, and resolving scheduling conflicts
• Proactively manage the CEO’s time and ensure important meetings, deadlines, commitments, and follow-ups are not missed
• Communicate directly with employees, managers, vendors, contractors, business partners, and other parties on behalf of the CEO
• Carry out conversations and communicate direction on the CEO’s behalf when appropriate
• Follow up with employees and outside parties to ensure assignments, projects, and deliverables remain on schedule
• Track multiple projects, assignments, deadlines, and outstanding items across different businesses and initiatives
• Prepare the CEO for meetings by organizing relevant information, documents, background, and outstanding decisions
• Attend meetings as needed, take detailed notes, and convert discussions into clear action items, owners, and deadlines
• Coordinate meetings involving multiple internal and external parties
• Draft correspondence, emails, summaries, and other communications on behalf of the CEO
• Help prioritize incoming requests and determine what requires the CEO’s direct attention
• Identify outstanding issues and proactively follow up rather than waiting for direction
• Handle confidential and sensitive business, employee, financial, and operational information with discretion
• Assist with special projects and time-sensitive matters as they arise
• Maintain organization and follow-through even when priorities change quickly

Qualifications

• 3+ years of experience supporting a CEO, founder, business owner, senior executive, or similar leadership position preferred
• Strong executive calendar management experience is required
• Exceptional organizational and time-management skills
• Excellent written and verbal communication skills
• Professional and confident communicating with executives, employees, vendors, contractors, and business partners
• Ability to professionally represent an executive and communicate on their behalf
• Demonstrated ability to manage multiple projects and competing priorities simultaneously
• Strong judgment and ability to make appropriate decisions with limited direction
• Ability to remain composed, professional, and effective in stressful or time-sensitive situations
• Strong follow-through and attention to detail
• Comfortable following up with others and maintaining accountability for deadlines and deliverables
• Ability to anticipate needs and identify issues before they become urgent
• High level of discretion when handling confidential information
• Consistent and reliable attendance and availability during scheduled working hours
• Ability to work full-time on-site in our Encino office

Ideal Candidate

You may be a strong fit for this position if you naturally take ownership, follow through without needing reminders, and are comfortable operating with a high degree of responsibility.

You understand that supporting a CEO goes beyond managing a calendar. It means understanding priorities, protecting the CEO’s time, keeping commitments organized, communicating effectively on their behalf, and ensuring important projects continue moving forward.

You are comfortable speaking with people at all levels of an organization and can confidently represent the CEO when…