Executive Assistant

Everything HR; Santa Monica (CA); On-site; USD 85,000 - 100,000; Full time

Benefits offered by this job

Paid time off

Benefits

401K

Holidays

Job summary

Everything HR is seeking a dedicated Executive Assistant to provide comprehensive support to the CEO and CSO. The ideal candidate will have over 3 years of experience assisting senior executives in fast-paced environments, with a strong ability to manage complex travel and administrative tasks. This full-time position requires exceptional organizational and communication skills, discretion in handling sensitive information, and proficiency in Microsoft 365. The role is based in Santa Monica, California, offering a salary between $85,000-$100,000 DOE and benefits.

Qualifications

• 3+ years of experience supporting C-suite or senior-level executives.
• Experience booking and managing complex international travel.
• Proficiency across the full Microsoft 365 suite.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.

Responsibilities

• Plan and manage complex domestic and international travel.
• Manage and maintain executive calendars across time zones.
• Prepare supporting materials for meetings and events.
• Coordinate company functions and logistics.
• Provide light HR support for onboarding new employees.

Skills

Travel management

Administrative skills

Organizational skills

Communication skills

Discretion

Education

Associate's or Bachelor's degree

Tools

Microsoft 365 suite

Outlook

Teams

Word

Excel

PowerPoint

SharePoint

Job description

Job Description

We are looking for an Executive Assistant who will support our CEO and CSO. 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 for two senior executives, 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.
• Provide light customer service support for our house brand, serving as a professional and helpful point of contact.
• 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.
• Supervise and provide day-to-day direction and support to the office assistant/receptionist, serving as their primary point of contact for questions, priorities, and performance feedback.
• Other duties as assigned.

Qualifications

• 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.
• Prior experience in a client-facing or customer service role is a plus.
• Associate's or Bachelor's degree preferred, or equivalent professional experience.

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-$100,000 DOE

Additional Information

All your information will be kept confidential according to EEO guidelines.