Executive Assistant

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

Job Description

Job Description

_ ** **Are you the kind of Executive Administrator to the CEO who never lets anything slip through the cracks?****_

Our client is a highly successful, privately owned multi site business with 24 locations and around 500 employees. With ambitious growth plans and a collaborative corporate team of 7, they are investing in a dedicated Executive Administrator to the CEO to strengthen structure, accountability, and operational discipline at the top of the organisation.

In this role you will act as the operational backbone of the CEO’s office. This is not diary management. This is about execution. You will transform the inbox into a command centre, convert conversations into tracked actions, oversee lease and compliance schedules, and ensure 100% follow through so the CEO can focus on strategy and growth.

** What’s in it for you**

• Direct partnership with an ambitious, inspirational CEO
• Real impact in a brand new Executive Administrator to the CEO position
• Opportunity to introduce systems and modernise processes
• Collaborative, people focused culture
• $80k to $90k

** You’ll be responsible for**

• 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

** You’ll need**

• 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

** Location**
100% onsite in Costa Mesa, CA.

_ Our client is committed to employment equity and encourages applications from all qualified individuals. All candidates will be considered without regard to race, gender, age, national origin, disability, or any other characteristic protected by law._

_ Every application will be reviewed by a real person and responded to._