Executive Assistant / Chief of Staff

This is a Full Time Job

Executive Assistant Experience Is Required For This Role

Los Angeles, CA
Full-Time Executive Assistant / Chief of Staff
No remote - based 5 days a week in Beverly Hills, CA office

The Role
We're seeking a highly organized, proactive Executive Assistant to provide strategic administrative support to our CEO. This is a fast-paced, high-responsibility role for someone looking to build a long-term career as an executive assistant. This position is ideal for a career assistant who anticipates needs before they arise, helps manage priorities, streamlining operations and moving efficiently in an environment where no two days are the same. This role is for someone who is interested in becoming a trusted right hand to a busy CEO.
Ideal candidates come from an agency background with formal training. Again, this role is for a career long-term assistant.

Key Responsibilities - Assistant component
Provide high-level administrative support to the CEO in a fast-paced environment
High volume of rolling calls on a changing daily phone sheet
Manage complex and constantly evolving calendars, often across multiple time zones as the company has offices in Nashville, New York and London in addition to Los Angeles
Handle communications on behalf of the CEO, including emails, calls, and drafting documents
Coordinate meetings, prepare agendas, take notes, and track follow-ups amid shifting priorities
Arrange and manage travel, itineraries, and expenses on tight timelines
Handle sensitive and confidential information with professionalism and discretion
Act as a key liaison between the CEO and internal teams, clients, partners, and external stakeholders
Be able to move quickly setting up last minute Zoom links, text messaging colleagues, partners, and clients for urgent matters
Support time-sensitive projects and initiatives as needed

Key Responsibilities - Chief of Staff component
Run HR related items like delivering forms to new hires and keeping good files
Tracking time out of office, travel, and regular forms to ensure employees are sticking to their deals and company handbook
Managing priorities, improving communication and being a right hand to the vision of the CEO
Making sure the office (working alongside the office manager) runs smoothly when the CEO is out of town
Acting as a proactive problem-solver by identifying and addressing issues early, reducing unnecessary demands on the CEO's time

Qualifications
Prior experience as an Executive Assistant or senior administrative role preferred
Interest in building a long-term career as an executive assistant
Must be expert at Microsoft Outlook, Excel, Word, Airtable, and fast on the internet
Must have the ability to multi-task!
Proven ability to operate effectively in a fast-paced, high-pressure environment
Exceptional organizational and time-management skills
Strong written and verbal communication abilities
High level of professionalism, discretion, and emotional intelligence
Ability to juggle multiple priorities, pivot quickly, and stay calm under pressure
Proactive, solution-oriented mindset with strong attention to detail
CEO needs little to nothing on the weekend, but must be available for very rare emergency phone call