Executive Assistant

Job Description

Job Description

We are looking for an experienced and highly organized Executive Assistant to join our team in La Jolla, California. In this role, you will provide comprehensive support to senior executives, ensuring efficient management of their affairs and personal responsibilities. This is a Contract to Permanent position, offering the opportunity to contribute to a dynamic and fast-paced environment.

Responsibilities :

• Manage complex scheduling and calendar coordination across multiple time zones.
• Arrange meetings, calls, and logistical details with internal stakeholders and external partners.
• Prepare materials, agendas, and follow-ups for executive-level meetings.
• Organize and maintain documents, manage electronic filing systems, and oversee expense reporting.
• Handle confidential records and sensitive correspondence with discretion.
• Coordinate personal bill payments, household accounts, and renewals.
• Manage family schedules, appointments, and travel arrangements.
• Oversee personal purchases, gifts, deliveries, and returns, ensuring timely tracking.
• Communicate with vendors, service providers, and household staff to ensure seamless operations.
• Perform occasional errands and manage document drop-offs within the local area.
• Minimum of 5 years' experience as an Executive or Personal Assistant supporting senior executives or entrepreneurs.
• Exceptional organizational skills with the ability to manage multiple priorities effectively.
• Proven ability to handle confidential and financial information with discretion.
• Outstanding written and verbal communication skills.
• Proficiency in Microsoft Office Suite and travel / expense management tools.
• Self-motivated and capable of working independently with minimal supervision.
• Strong attention to detail and a proactive approach to problem-solving.
• Bachelor's degree is preferred but not required.