Job Details

Executive Assistant

We are looking for an experienced Executive Assistant to join our team in Santa Barbara, California. This long-term contract position offers an exciting opportunity to support a dynamic group of C-level executives, ensuring their schedules run smoothly and their administrative needs are met efficiently. The role involves direct interaction with executives, employees, and external stakeholders, requiring impeccable organizational skills and a proactive approach.

Responsibilities:

• Manage and maintain calendars for six C-level executives, ensuring schedules are accurate and meetings are prioritized effectively.
• Coordinate domestic and occasional international travel arrangements, including booking flights, accommodations, and transportation.
• Organize catering and lunch orders for meetings, and make dining reservations as needed.
• Prepare and submit expense reports, process credit card memos, and handle approvals.
• Schedule one-on-one meetings between executives and their direct reports to facilitate productive communication.
• Collaborate with office management to ensure optimal experiences for visiting stakeholders and guests.
• Assist with personal tasks as required.
• Support additional administrative projects and tasks to meet evolving business needs.

Requirements:

• Minimum of 2 years supporting C-level executives or 4 years assisting Directors/VPs in a similar capacity.
• Strong ability to anticipate needs and address them proactively.
• Exceptional organizational skills, with the ability to prioritize and manage multiple tasks simultaneously.
• Proficiency in Google Workspace tools, including Gmail, Google Calendar, and Google Sheets.
• Capable of making independent decisions and communicating them effectively.
• Detail-oriented approach and ability to maintain confidentiality in all interactions.
• Experience working in fast-paced environments and adapting quickly to shifting priorities.