Executive Assistant

Career Group; Dana Point (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

Career Group seeks an experienced Executive Personal Assistant to support the CEO in a private family office setting. The role is based in Dana Point, CA and onsite five days a week, focusing on calendar management, travel coordination, and board support.

The ideal candidate has 5+ years of executive support experience, a Bachelor’s degree, and advanced proficiency with Microsoft Office, Concur, Salesforce, PowerPoint, and Word.

Qualifications

• 5+ years of experience in executive support.
• Bachelor's degree in business administration or related field preferred.
• Proficient in Microsoft Office Suite, including advanced skills in Concur, Salesforce, PowerPoint, Word, and document management systems.
• Strong problem-solving abilities with a proactive approach to task management.
• Dependable and capable of managing priorities effectively in a fast-paced environment.
• Exceptional attention to detail, particularly in calendar management and written communication.
• Maintain confidentiality and discretion with sensitive information.

Responsibilities

• Calendar Management: Prioritize and schedule meetings, conference calls, and engagements for executives, acting as a key liaison to ensure seamless daily operations.
• Travel Coordination: Research, book, and manage travel arrangements, ensuring all necessary documents and itineraries are in place.
• Board Support: Assist in preparing materials for Board meetings, coordinating logistics, and maintaining confidential relationships with Board members.
• Event Planning: Contribute to the planning and execution of Company events, ensuring alignment with the Executive Team's vision.
• Special Projects: Support in creating documents, reports, and presentations, and maintain communication with internal teams and external partners.

Skills

Calendar management

Travel coordination

Board liaison

Event planning

Document prep

Problem solving

Confidentiality

Communication

Education

Bachelor's degree

Tools

Microsoft Office

Concur

Salesforce

PowerPoint

Word

Job description

Our client, a prestigious private family office is seeking an experienced Executive Personal Assistant to support the CEO.

Job Title: Executive Personal Assistant to the CEO

Location: Dana Point, CA Onsite 5x per week

We are seeking a meticulous and highly organized Executive Assistant to provide exceptional administrative support to a collaborative C‑suite team at our headquarters in Newport Beach, CA. As the EA to our C‑Suite you will play a pivotal role in managing calendars, facilitating meetings, and overseeing office operations.

Responsibilities:

• Calendar Management: Prioritize and schedule meetings, conference calls, and engagements for executives, acting as a key liaison to ensure seamless daily operations.
• Travel Coordination: Research, book, and manage travel arrangements, ensuring all necessary documents and itineraries are in place.
• Board Support: Assist in preparing materials for Board meetings, coordinating logistics, and maintaining confidential relationships with Board members.
• Event Planning: Contribute to the planning and execution of Company events, ensuring alignment with the Executive Team's vision.
• Special Projects: Support in creating documents, reports, and presentations, and maintain communication with internal teams and external partners.

Qualifications:

• 5+ years of experience in executive support, ideally within professional services.
• Bachelor's degree in business administration or related field preferred.
• Proficient in Microsoft Office Suite, including advanced skills in Concur, SalesForce, PowerPoint, Word, and document management systems.
• Strong problem‑solving abilities with a proactive approach to task management.
• Dependable and capable of managing priorities effectively in a fast‑paced environment.
• Exceptional attention to detail, particularly in calendar management and written communication.
• Maintain confidentiality and discretion with sensitive information.

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