Executive / Personal Assistant to CEO

This is a Full Time Job

Position Summary
We are seeking a highly organized and proactive Executive Assistant to the CEO to join our team. In this role, you will provide comprehensive support to the CEO, managing key tasks such as artist gifting, afterparty planning, calendar management, and general office operations. This position requires someone who is detail-oriented, resourceful, and able to thrive in a fast-paced environment.

Essential duties
The essential functions include, but are not limited to the following:

Calendar & Scheduling Management: Handle the CEO's complex and dynamic calendar, including scheduling meetings, appointments, and travel, while balancing priorities and time-sensitive commitments.

Administrative Support: Provide high-level administrative support to the CEO, including managing communications, preparing reports, and handling confidential information.

Artist Gifting Coordination: Oversee the selection, personalization, and timely delivery of gifts for artists, ensuring thoughtful and meaningful experiences.

Event Planning & Afterparty Management: Assist in organizing and managing afterparties and other events, including logistics, vendor coordination, and ensuring an exceptional experience for all attendees.

Office Management: Ensure smooth day-to-day office operations, including supply management, vendor relations, purchasing snacks, supplies and general office upkeep.

Travel Arrangements: Plan and coordinate the CEO's travel itineraries, accommodations, and related logistics for business trips and events.

Personal Assistance: Support select personal and lifestyle-related needs of the CEO as appropriate, including coordination of personal appointments, ad hoc requests, and logistics that enable the CEO to remain focused and effective.

Meeting Preparation: Assist with preparing materials and agendas for meetings, ensuring the CEO is well-prepared for engagements.

Qualifications
Proven experience as an Executive Assistant, preferably supporting C-level executives.
Exceptional organizational and multitasking skills, with strong attention to detail.
Excellent communication and interpersonal skills.
Event planning experience, including the ability to manage multiple vendors and logistics.
Proficiency with calendar management software and office tools (Microsoft Office, Google Workspace).
Ability to handle sensitive information with the highest level of confidentiality.
Strong problem-solving skills and the ability to work under pressure.

Preferred qualifications
Experience working in the entertainment or music industry.
Familiarity with gifting and event trends in creative fields.

Physical demands and work environment
Ability to work for long periods at a computer/desk

Report To: CEO
Employment Status: Full-time, Non-Exempt, Hybrid (in office Tuesday, Wednesday, Thursday)
Salary Range: $65,000 - $80,000
Location: Costa Mesa, CA