Executive Assistant

Executive Assistant is responsible for supporting executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently. This role maintains and refines internal processes that support the executive team, and coordinates resources to expedite workflows. Plans and orchestrates work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld. This is a full-time in-office position. Successful candidates will be subject to a criminal background check. 

Physical Requirements & Working Conditions

This position requires the following essential functions:

• Sit or stand for extended periods while performing desk work
• Lift, carry, and move items weighing up to 25 pounds on a regular basis
• Use personal vehicle for work-related errands (will reimburse all business mileage at the current IRS standard rate in accordance with California Labor Code Section 2802. Employees will not incur any costs related to business use of their personal vehicle)
• Perform tasks requiring bending, reaching, and repetitive motions

Responsibilities

Operational & Project Support

• Track deliverables, follow up on tasks, and ensure deadlines are met
• Provide ad-hoc operational assistance, such as preparing documents, gathering data, or sourcing information, to support ongoing initiatives
• Act as a reliable point person for “get-it-done” tasks that require initiative, attention to detail, and follow-through
• Triage, organize, and prioritize high volumes of incoming email and information for leadership

Data & Information Management

• Review, validate, and organize data from multiple sources to ensure accuracy and completeness
• Maintain and structure spreadsheets, dashboards, and reports for easy interpretation
• Pull and analyze reports from proprietary systems, summarizing key insights and trends
• Assist in building and configuring reports within internal tools and platforms

 Administrative & Coordination

• Draft, proofread, and format internal or external communications
• Schedule and coordinate meetings, take notes, and track follow-up items
• Support documentation efforts and maintain organized digital files

Errands & Logistics

• Run work-related errands using personal vehicle as needed, including but not limited to pickups, deliveries, and supply runs
• Transport materials, supplies, and packages between office location or to/from vendors
• Receive, organize, and distribute incoming deliveries and supplies
• Lift, move, and arrange boxes, materials, and office supplies weighing up to 25 pounds
• Ensure cleanliness and order in shared office spaces, including replenishing restroom and kitchen supplies and tidying common areas as needed

Desirable Skills

• 2 years experience working in an office environment performing administrative duties
• Ability to work well in team environment and operate independently with minimal supervision
• Possess excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of the organization
• Excellent attention to detail and level of accuracy
• Proficiency with Microsoft Office products and an aptitude for learning new software and systems
• Strong time-management skills and an ability to organize and coordinate multiple concurrent tasks
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees
• Ability to lift up to 25 pounds
• Valid California driver’s license and reliable personal vehicle
• Current auto insurance meeting California minimum requirements
• Clean driving record and ability to be added to company’s insurance policy (if applicable)
• Ability to meet the physical requirements of the position as outlined above

Educational Requirements

• High school degree