Executive Assistant

Technology Solutions; Santa Monica (CA); On-site; USD 55,000 - 90,000; Full time

Job summary

Technology Solutions in Santa Monica, CA seeks a seasoned Executive Assistant to act as gatekeeper and calendar manager for the CEO. You will coordinate complex schedules, handle communications, and ensure professional representation of the CEO's office.

You’ll support executive-level activities, manage travel, expenses, and confidential information, while maintaining high service standards and strong collaboration with internal partners.

Qualifications

• 3+ years administrative support in a business environment.
• 1+ years direct support to one or more Executive(s).
• Experience in Spirits/Beverage industry is a plus.

Responsibilities

• Prepare and edit emails, memos, and meeting materials.
• Edit documents for accuracy and formatting.
• Review emails and delegate or respond as needed.
• Answer, screen, and route calls; take messages.
• Manage incoming mail and packages; maintain inventory.
• General filing and record keeping.
• Coordinate and manage meetings and events; travel within LA market.
• Manage business expenses and purchase orders; ensure invoicing and reconciliation.
• Maintain confidential information securely; handle sensitive documents.
• Prepare presentations, charts, and contracts; ensure brand standards.

Skills

Executive support

Calendar management

MS Office proficiency

Relationship building

Communication

Tools

MS Office

Job description

Job Description

Job Description

RESPONSIBILITIES & EXPECTATIONS

Act as Gatekeeper and Calendar Manager for Executive;

This position will manage a dynamic executive calendar, prioritizing meetings, balancinf commitments, and aligning the schedule with evolving business needs and strategic priorities. You will serve as a key point of contact for internal and external business partners, ensuring timely communication, effective follow up on action items, and professional representation of the CEO's office.

Serve as point of contact for Owner & CEO

Assist with organizing and prioritizing daily schedules

Schedule meetings, appointments, and manage logistics accordingly

When appropriate, partner with others to track milestones and delivery dates

Keep CEO updated, flagging risks early and recommend next steps when priorities or timelines shift

Keep business projects and deliverables on track

Provide Executive Level Administrative Support;

• Prepare and edit communication - email, memos, meeting materials, etc.;
• Edit documents for accuracy, format, and inclusion;
• Review emails and respond or delegate accordingly;
• Answer, screen, and route incoming calls; take and distribute messages;
• Manage incoming mail / packages (including inventory);
• General filing and record keeping;
• Coordinate and manage meetings and business events;
• Potential travel within the Los Angeles market;
• Manage business related expenses and purchase orders;
• Ensure proper invoicing, credit allocation, and reconciliation;
• Organize and maintain information that may be sensitive, confidential or non-disclosure in nature;
• Prepare presentations, charts, reports, contracts, and documents as requested;
• Present and communicate appropriate and consistent brand standard;
• Other projects or assignments as required.

REQUIREMENTS & SUCCESS CHARACTERISTICS

Please note, this is in-office (Santa Monica) position

3+ years administrative support in a business environment;

1+ years as direct support to one or more Executive(s);

Experience in the Spirits / Beverage industry a plus!

Highly proficient with MS Office;

Enthusiasm for building relationships and maintaining high client care standards;

A high level of personal integrity and initiative;

Excellent written and verbal communication skills;

Ability to multi-task while remaining composed and professional;

Strong organizational and problem solving skills.

Company Description

We design and install technology solutions that innovate efficiency and simplify our clients lives. With a keen eye for detail and a drive to make smart technology accessible, we are committed to the highest level of personalized attention for our customers.

Company Description

We design and install technology solutions that innovate efficiency and simplify our clients lives. With a keen eye for detail and a drive to make smart technology accessible, we are committed to the highest level of personalized attention for our customers.