Job description

Job Title

Executive Assistant to the CEO - Candidate must live in Santa Monica, near Pacific Palisades/Malibu, or Agora Hills or South. Please do not apply if not.

Position Overview

Reporting to the CEO, this position provides administrative services support to the CEO and the office overall.

Responsibilities

• Administrative needs, including scheduling, tracking agendas, managing calendars and corresponding while maintaining confidentiality
• Provide general office administration support, including drafting of documents, file maintenance and preparation of reports
• Assist in researching and managing issues or special projects
• Arrange travel, including transportation, hotel and any special needs
• Serve as gatekeeper with calls, e-mails, and other communication
• Manage software tools and solutions to improve efficiency
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
• Librarian & keeper of the historical narrative of entities and their composition, transactions, remembering the current and historical people, vendors, and their parts in the businesses.
• Keep an eye on CEO’s pressing items requiring his attention and follow up with him for completion
• Building, security, and IT management including trouble-shooting
• Offices supplies, stocking and ordering, including gifts
• Trouble shooting any Canadian and U.S. broker concerns with our accounts
• Notary
• Safe deposit box inventory management
• Entering and submitting survey reports for government agencies
• Maintain car and DL registration, ticket payment, etc. for Greg and wife.
• Ensure all home bills are paid, medical bills and FSA
• Provide assistance for Greg's wife on and off as items/issues arise
• Maintain documents for family including birth certificates, marriage license, passport, doctors, medical records etc.
• Maintain dog insurance records and ensure reimbursements
• HR, benefits, medical, 401 (k), flex spending, payroll, calendar for attendance, accrued vacation, etc.
• Liaison with bank relationships and coordinate with accounting.
• Oversight/calendar of insurance premiums, property taxes for all RE
• Credit card expense allocation review between personal and various companies
• Inventory of all option and warrants, expiration dates
• Stock purchase, sales and settlements from non-managed accounts

Qualifications

• Degree in a related field (business, communications, etc.) with 5+ years of experience providing executive-level support
• Excellent written and verbal communication skills
• Ability to identify and anticipate needs and stay on top of priorities
• Good organization and time management skills
• Flexibility and adaptability to juggle a range of different tasks
• Discretion and an understanding of confidentiality
• Proficient in technology, Word & Excel, PowerPoint, email programs

Job Type: Full-time

Pay: $100,000.00 - $120,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekend availability

Supplemental pay types:

• Bonus pay

COVID-19 considerations:
Yes

Ability to commute/relocate:

• Pacific Palisades, CA 90272: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• Proficiency in tech, Word & Excel, PP, email programs: 1 year (Required)
• Executive level support: 5 years (Required)

Work Location: One location

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