Executive Assistant to C-Level Execs ( Full-Time / On-Site)

Company Description

This is a entrepreneur organization at heart, with multiple ventures and sectors, from a marketing & media group, to a beverage company to a sports facility and youth volleyball club, etc. We are looking for a right hand Executive Assistant that can help streamline the C-suite work-day to allow the time to take the companies to the next stage of growth. 

The largest is the marketing and media group which includes UNITED COLLECTIVE, a privately owned creative communications group dedicated to providing clients with strategic marketing solutions uniquely attuned to today’s rapidly shifting culture. A modern collective of creative, smart, tech-savvy and culturally attuned specialists. UNITED COLLECTIVE has two office locations, one in Huntington Beach and the other in New York with about 70 employees. 

Also, within this group is content and post production company, Oak Leaf Productions. Oak Leaf provided content development, end to end production, publishing and is in the building state of the art production studios in Huntington Beach. 

Lastly, this group has a small business planning consultancy POLY Consultancy, providing business consultancy to brands looking to find new business growth.

In 2020, the CEO became the majority owner of San Diego based South Norte Brands; which includes a craft RTD tequila cocktails and beer.

Also the owner of AIM Sports Group, a sports facility in Seal Beach and tournament operator of SoCal Cup, the most prestigious youth (boys) volleyball tournament series. 

Job Description

The scope of the role will include a full range of administrative business support to leverage and maximize productivity. Ideally, the EA will be available and able to respond when needed, 24/7 (though this is not often on weekends). The EA must independently navigate and adeptly handle a variety of interpersonal interactions, and proactively anticipate and resolve the needs of the C-suite while creating a smooth operational atmosphere around them. The position will serve as a key interface with the executive team while optimizing the teams time across multiple companies, including troubleshooting conflicts, prioritizing inquiries, and making sound judgements to streamline the workload. 

This position requires the ability to have critical thinking skills, keen attention to detail and follow-through. This position will be responsible for the overall management and organization of the C-suite's complex schedules. 

This position requires an experienced, confidential, and accountable EA who is a strong team player. This person is comfortable working at a fast pace with exceptional planning, prioritization and communication skills as well as the capacity to act with a high level of discretion. The role requires the highest level of service to the entire organization and sets the standard for responsiveness, excellent service and a roll up your sleeves attitude which sets a standard for others in the company. 

Essential Job Duties & Responsibilities

Communications

• Assist in scheduling pockets of time during the day for C-suite review critical emails

• Serve as primary point of contact for internal and external communications and on all matters pertaining to the C-suite; receive and handle inquiries, correspondence, and requests directed to the C-suite; determine the urgency of response and escalate issues as appropriate

• Prioritize the appropriate course of action, including referral or response, exercising judgement to reflect the C-suite style and organization policy

• Act as “gatekeeper” and “gateway,” providing a bridge for smooth communication between the C-suite and staff, demonstrating leadership to maintain credibility, trust and support with the Clients, Executive and Leadership Team

• Field internal and external phone correspondence and follow-up accordingly 

Calendar / Meeting Management

• Organize and prioritize the C-suite’s daily schedule across multiple companies; arrange appointments, meetings, and events, schedule/manage itineraries for business and personal travel 

• Handle all logistics for meetings led by or that include the C-suite. Schedule meetings, draft agendas, develop, compile and distribute necessary presentation materials 

• Conflicts and deadlines are anticipated and planned for so that the calendar is as seamless and efficient as possible; proactively keep the C-suite informed of upcoming commitments, responsibilities and calendar time to work on projects as needed 

Travel Management

• Arrange all logistics for C-suite travel:  ground and air transportation services, hotel and restaurant reservations, and prepare a detailed itinerary for trips, about 20-25