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Executive Assistant to CEO

C-Suite Assistants • Irvine, CA, United States • 2d ago

A successful financial advisory/investment firm that has been in business for 50 years is looking for an Executive Assistant to the CEO. The former EA was in the position for 12 years and retired. The role is in office and has flex Fridays in the summer and some opportunity to work remotely on Fridays. The position supports the CEO and occasionally will assist the COO. There are 16 employees in the Irvine office. It is a vibrant workplace with a collaborative, supportive environment and unique perks that make the corporate culture truly special
About the Job:
Coordinate executive outreach and serve as a liaison to the Advisory Board and Senior Management Teams
Vet and prioritize the CEO's emails and draft responses
Communicate on behalf of the CEO, with Advisory Board Members, staff
and others on matters related to the CEO's initiatives
Prioritize and follows up on issues addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Handle confidential and sensitive information with discretion
Screen incoming phone calls delivering detailed, timely messages to the appropriate parties
Proactively manage daily calendar, identifying and mitigation potential conflicts
Planning and executing internal and external meetings and events
Schedule internal and external meetings
Coordinate complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
Process expense reports
Assist with personal travel arrangements.
Miscellaneous personal tasks as requested (doctor's appts., house needs, family assistance)
Assist with personal initiatives as requested
Ad hoc projects as needed
Limited off-hour availability via text
About You:
Minimum of 5 years of experience supporting C-Suite Executives
BA/BS from a college or university
Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook), Adobe and CRM systems
Experience at a financial or investment firm a plus
Strong writing skills
Ability to build relationships with stakeholders, including staff, advisory board members, external partners, and clients
Ability to use personal discretion to deal with sensitive and confidential data, with tact, diplomacy, and a courteous bedside manner.
Willingness to pursue industry licenses and designations as directed

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