Executive Assistant

Club Kuma; Santa Monica (CA); On-site; USD 85,000 - 95,000; Full time

Benefits offered by this job

PTO

401K

Holidays

Job summary

Club Kuma is seeking an Executive Assistant to join our Santa Monica team and support senior leadership with travel, calendars, and daily operations. This full-time, on-site role requires strong administrative skills, professionalism, and the ability to juggle multiple priorities efficiently.

Ideal candidates have 3+ years supporting C-suite executives, extensive international travel planning, and proficiency in the Microsoft 365 suite.

Qualifications

• 3+ years of experience supporting C-suite or senior-level executives in a fast-paced environment.
• Experience booking and managing complex international travel, including multi-city itineraries and cross-timezone scheduling.
• Proficiency across the Microsoft 365 suite (Outlook, Teams, Word, Excel, PowerPoint, SharePoint).
• Exceptional organizational skills with the ability to prioritize, multitask, and maintain attention to detail.

Responsibilities

• Plan and manage complex domestic and international travel, including multi-city itineraries and arrangements.
• Manage and maintain executive calendars, proactively scheduling meetings across time zones.
• Prepare and organize materials for travel, meetings, and events (agendas, briefing docs, expense reports).
• Coordinate planning for company functions, conferences, and special projects from logistics to execution.
• Support light HR functions, including timecard reviews and onboarding coordination.
• Oversee general office management, including supply ordering and repairs.
• Maintain confidentiality and discretion in all communications with executives, colleagues, clients, and vendors.
• Demonstrate professionalism and integrity in all interactions, taking ownership of tasks.

Skills

Executive support

Travel management

Calendar management

Microsoft 365

Communication

Discretion

Multitasking

Tools

Outlook

Teams

Word

Excel

PowerPoint

SharePoint

Job description

We are looking for an Executive Assistant to join our team. The ideal candidate will possess strong travel experience, exceptional administrative skills, a professional demeanor, and the ability to manage multiple priorities efficiently. This role offers an exciting opportunity to work closely with senior leadership, providing comprehensive support to ensure smooth daily operations and strategic initiatives. This role is full-time on-site at our offices in Santa Monica.

What you’ll do:

• Plan and manage complex domestic and international travel, including multi-city itineraries, flight and hotel arrangements, visa and entry requirements, ground transportation, and detailed day-by-day travel packages.
• Manage and maintain executive calendars, proactively scheduling and prioritizing meetings, appointments, and conferences across multiple time zones.
• Prepare and organize all supporting materials for travel, meetings, and events, including agendas, briefing documents, and expense reports.
• Coordinate and assist with planning for company functions, conferences, and special projects from logistics through execution.
• Support light HR functions, including timecard reviews and approvals, and helping onboard new employees by coordinating equipment orders, desk setup, and first-day logistics.
• Oversee general office management, including supply ordering, coordinating repairs, and maintaining an organized and functional work environment.
• Handle sensitive information with the utmost confidentiality and discretion at all times.
• Maintain a high standard of professionalism and integrity in all communications with executives, colleagues, clients, and vendors.
• Other duties as assigned.

What you have:

• 3+ years of experience supporting C-suite or senior-level executives in a fast-paced environment.
• Demonstrated experience booking and managing complex international travel, including multi-city itineraries, visa coordination, and cross-timezone scheduling.
• Proficiency across the full Microsoft 365 suite, including Outlook (calendar and email management), Teams, Word, Excel, PowerPoint, and SharePoint.
• Exceptional organizational skills with a strong ability to prioritize, multitask, and pivot quickly without losing attention to detail.
• Strong written and verbal communication skills; able to represent executives professionally in all correspondence.
• Discretion and sound judgment when handling confidential or sensitive information.
• Comfortable working independently with minimal oversight and taking ownership of tasks from start to finish.
• Experience with basic HR or administrative support functions is a plus.

This position is integral to maintaining the efficiency of our executive team while providing valuable support that contributes directly to organizational success. We offer a great package including PTO, benefits, 401K, and holidays. Compensation $85,000-$95,000 DOE