Executive Assistant Job at Hirewell, Commerce, CA

eUw5TldpZTJzbjcwZkRHZ050eUpRcW04SkE9PQ==
  • Hirewell
  • Commerce, CA

Job Description

A high-growth organization is seeking a highly organized, proactive, and polished Executive Assistant (EA) to provide seamless administrative support to its executive team, with a primary focus on the CEO and CFO. This is a critical role and the first hire solely dedicated to supporting senior leadership. The ideal candidate will act as a trusted partner to the C-suite—enabling day-to-day efficiency, optimizing executive productivity, and helping maintain a culture of excellence. Success in this role requires agility, urgency, discretion, and a tech-savvy, solutions-oriented mindset.

Key Responsibilities

Executive Support:

  • Manage complex calendars across multiple time zones for the CEO and CFO, including scheduling internal/external meetings, travel, and events
  • Serve as a gatekeeper and liaison between executives and internal/external stakeholders
  • Prepare briefs for meetings, including agendas, documents, and talking points
  • Draft, proofread, and manage high-level communications and presentations
  • Monitor executive email inboxes and flag or respond to urgent matters as appropriate

Travel & Logistics:

  • Coordinate comprehensive domestic and international travel itineraries, including flights, accommodations, ground transportation, and meeting logistics
  • Process expense reports and reimbursement requests accurately and promptly
  • Prepare travel briefings and ensure executives are fully equipped for business trips

Meeting & Event Management:

  • Organize and support executive team meetings, including preparing materials, taking minutes, and tracking follow-up items
  • Coordinate leadership offsites, board meetings, investor meetings, and internal company events
  • Support culture-building initiatives through thoughtful planning and execution of internal events

Office & Operations Coordination:

  • Act as the point of contact for office-related operations and vendor relationships
  • Collaborate with HR, IT, and Finance to ensure executives are fully supported and equipped
  • Support onboarding logistics for new executive team members

Confidentiality & Discretion:

  • Handle sensitive and confidential information with the utmost discretion
  • Anticipate executive needs and address issues proactively

Special Projects:

  • Provide project management support for key initiatives and ad hoc assignments
  • Conduct research, gather data, and prepare reports for executive decision-making
  • Create structure around administrative processes through scalable workflows and tools

Qualifications

  • 5+ years of experience as an Executive Assistant supporting senior executives in fast-paced or high-growth environments
  • Proven experience supporting multiple C-level executives, particularly a CEO and/or CFO
  • Exceptional organizational, time management, and multitasking skills
  • High level of professionalism, discretion, and emotional intelligence
  • Excellent written and verbal communication skills
  • Proficient with Microsoft Office, Google Workspace, and modern workplace tools such as Slack, Zoom, and Concur
  • Comfortable working 100% onsite in a collaborative environment

Preferred Traits

  • Proactive and resourceful, with the ability to anticipate needs and take initiative
  • Strong sense of ownership and accountability
  • Composed under pressure, with excellent prioritization skills
  • Passionate about improving systems and processes

Job Tags

Immediate start,

Similar Jobs

PacifiCorp

Journeyman Lineman (Local 57) - Park City, UT - #113496 Job at PacifiCorp

Journeyman Lineman (Local 57) - Park City, UT - #113496 Date: May 27, 2025 Location: PARK CITY, UT, US, 84098 Company: PacifiCorp Power Your Greatness PacifiCorp is seeking customer-centric candidates to grow and sustain our commitment to...

ClearPath CPA Solutions

Finance & Invoicing Agent (Part-Time, Remote - U.S. Based) Job at ClearPath CPA Solutions

 ...remote team. If you're someone who enjoys working with numbers, staying organized, and helping things run smoothly behind the scenes we...  ...~ Able to manage your own time and work independently from home Pay & Hours: ~$40$45/hour, depending on experience ~... 

mPower, Inc.

Storage Engineer Job at mPower, Inc.

 ...Implement/monitor/support any DR functions using solutions such as Dell PowerVault. - Identify opportunities for automation and...  ...2-3 of the following storage vendors' products: Dell PowerVault, EMC Unity/Isilon, VMAX/ VNX/ DMX/CX/NS, HP 3PAR/XP/EVA, IBM XIV/v900/... 

Matec Instrument Companies, Inc.

UT Tech Trainee Job at Matec Instrument Companies, Inc.

Local Candidates Only Please Do you have a passion for precision and a knack for problem-solving? If you are a hands-on technician and are interested in an exciting career applying your skills and learning non-destructive testing, which is vital to ensure the safety...

Vaco by Highspring

Financial Planning and Analysis Manager (Finance) Job at Vaco by Highspring

 ...activities. The role is essential to bridging the gap between the accounting, cost, and operational teams-playing a pivotal role in...  ...outcomes. Role Overview This role acts as a finance business partner across commercial, supply chain, and operations...