Executive Assistant

Career Group; Newport Beach (CA); On-site; USD 65,000 - 105,000; Full time

Job summary

Career Group is seeking an experienced Executive Personal Assistant to the CEO for our client, a prestigious private family office in Newport Beach, CA. You will manage calendars, coordinate travel, prepare board materials, and help oversee office operations.

The role requires meticulous organization, discretion with confidential information, and the ability to support a fast-paced C‑Suite with proactive communication and project support.

Qualifications

• 5+ years of executive support experience, ideally in professional services.
• Bachelor's degree in business administration or related field preferred.
• Proficient in Microsoft Office, including Concur, Salesforce, PowerPoint, and Word.
• Strong problem-solving and proactive task management.
• Discretion and confidentiality with sensitive information.

Responsibilities

• Calendar management and scheduling for executives.
• Travel coordination and itinerary preparation.
• Board materials preparation and liaison with members.
• Event planning and execution for company gatherings.
• Support on special projects and cross-team communications.

Skills

Calendar management

Travel coordination

Board liaison

Event planning

Special projects

Education

Bachelor's degree in business administration or related field

Tools

Microsoft Office

Concur

Salesforce

PowerPoint

Word

Document management systems

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

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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