Executive Administrator to CEO — Execution & Systems Lead

Cobalt Search Ltd; Costa Mesa (CA); On-site; USD 80,000 - 90,000; Full time

Job summary

Cobalt Search Ltd is seeking an Executive Administrator to the CEO in Costa Mesa, CA. This role focuses on execution—transforming the CEO inbox into a command centre, tracking actions, and ensuring follow-through so strategy and growth can take priority.

You will build trackers and dashboards, manage lease obligations across 24 locations, and drive timely follow-up with stakeholders.

Qualifications

• 10+ years experience in an Executive Assistant, Executive Administrator, or senior administrative role.
• Experience supporting a business owner or senior executive in a multi site environment
• Strong capability with inbox management, spreadsheets, and task tracking software
• Proven experience implementing new systems and improving processes
• Exceptional attention to detail and a completer finisher mindset
• A warm, calm, dependable, and emotionally intelligent approach

Responsibilities

• Owning and structuring the CEO inbox, extracting actions and decisions
• Building trackers and dashboards using email systems and spreadsheets
• Managing lease obligations across 24 locations, ensuring deadlines and compliance are met
• Attending meetings, taking structured notes, and driving follow up with internal and external stakeholders
• Holding others accountable to timelines with professionalism and confidence

Skills

Inbox management

Spreadsheet proficiency

Task tracking

Attention to detail

System implementation

Emotional intelligence

Calm demeanor

Tools

Email systems

Spreadsheets

Job description

Cobalt Search Ltd is seeking an Executive Administrator to the CEO in Costa Mesa, CA. This role focuses on execution—transforming the CEO inbox into a command centre, tracking actions, and ensuring follow-through so strategy and growth can take priority.

You will build trackers and dashboards, manage lease obligations across 24 locations, and drive timely follow-up with stakeholders.