Executive Assistant

Los Angeles, CA, United States

Position Summary

The Executive Assistant position will report into Executive leadership. Serving as the "right hand" and acting as a gatekeeper to their schedule and supporting a range of projects and processes within the business. This is an excellent opportunity to learn, as you will get broad exposure to different aspects of the organization. The Executive Assistant will play an integral part in coordinating the day to day activities for executive leadership, and provide support for other members of the leadership team. You will be responsible for everything from email communication with internal and external stakeholders, calendar & travel management, expense reports, event planning, and other strategic tasks and projects. organization is currently operating on a hybrid schedule with both in-office and remote work.

This position is based in Los Angeles and in-person time in the office is required.

The Executive Assistant will be responsible for performing the below tasks. While these are the core duties for this role, the Executive Assistant is not limited to only performing what is captured here; we think growth is good. You should too!

Support the executive leadership team to ensure seamless execution of plans and avoid scheduling conflicts

Optimize schedule with heavy calendar management.

Provide administrative support to COO and other members of the leadership team

Coordinate internal and external meetings for multiple executives.

Organizes, hosts team department meetings

Attend executive meetings, build meeting agendas and identify action items and follow-ups.

Provide strategic administrative and project management support

Proactively monitor, organize, and respond to items in ED email inbox daily

Ability to manage Executive events and book travel and logistics remotely

Build relationships with key stakeholders in ED's internal and external network; represent ED in professional manner

Coordinate executive projects and gather status updates

Assist with strategic planning and budget preparation as needed

Maintains up to date contact lists for ED

Create and update ED travel budgets

Prepare monthly expense reports and additional ad hoc reports

Create ad hoc PowerPoint or Google Slides presentations

Work with various departments to facilitate and prepare Executive for media interviews, manage correspondence, deliver talking points as needed, and track PR placement

Engage in industry research and events registration as directed

Help organize and review incoming material, providing notes and coverage on submissions and project drafts

Responds to requests from internal and external sources with appropriate action using independent judgment

Manage, organize, and safeguard confidential material, displaying the utmost level of discretion and ethical standards

Prioritize conflicting obligations and needs, independently and proactively carry out projects to completion on tight deadlines

Additional duties may include event planning/coordination, as well as industry relations

Troubleshoot general/basic technical issues for ED and coordinate with IT support to resolve issues

Occasionally provide front desk backup support and any other office support needs

Successful candidates for this role will have a mix of the below experience, education, and skills. We are flexible in considering your background but want to ensure that you have the tools to thrive!

Bachelor's Degree and/or related field or equivalent work experience and education that provides the necessary knowledge, skills, and abilities to perform the essential functions of this position

5 -7 years of professional experience in fields including but not limited to office management and operations with at least 3 years supporting C-level executives

Experience with Google Suite (gmail, docs, sheets, slides)

Experience with Microsoft office (word, excel, PowerPoint, outlook)

Project and event management experience Capabilities:

Exceptional organizational and time management skills, with the ability to prioritize and multitask with competing deadlines simultaneously, working effectively and efficiently to provide quality service delivery. Creative, detail-oriented, and resourceful, with excellent follow-through skills, and able to complete assignments in a timely, accurate manner.

Flexibility and the ability to adapt to changing business needs

A willingness to manage ambiguity, knowing that we don't yet have all the answers but are committed to finding them

Experience and confidence as a communicator that demonstrates excellent verbal, written, and presentation skills (including proofreading and editing); exhibits astute interpersonal skills and diplomacy

Energetic, enthusiastic and comfortable pushing back and saying "no" to others when necessary.

Ability to both work independently and take a highly collaborative approach to your work

Maintain a positive, team player attitude and demonstrating ease in working with multiple and diverse stakeholders

Ability to use discretion in handling sensitive/confidential information.

Basic IT troubleshooting skills required

Have experience working in a fluid environment, can pivot easily and capable of making decisions with minimal guidance*

Love driving ideas and projects forward! There's no challenge you've met yet that you haven't figured out.

Must enjoy working within a smaller organization that is innovative, mission aligned, and results driven. Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Wollborg Michelson Recruiting is an Equal Opportunity Employer and prohibits discrimination of any kind. We ensure job offers are made based of oneâs employment experience, skills, and qualifications, regardless of race, gender, ethnic origin, or any other classification protected by law. All applicants must furnish proper identification to prove their legal right to work in the US upon a job offer. We participate in E-Verify to confirm oneâs right to work in the US. Wollborg Michelson Recruiting does not provide sponsorship for an employment-based visa status. All applicants must also provide proof of COVID Vaccination when requested, except where prohibited by law.

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