Executive Assistant - National E-Commerce Firm

Career Group; Beverly Hills (CA); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

Medical/Dental/Vision

Paid time off

401(k)

Job summary

Career Group seeks an exceptional Executive Assistant to support a senior executive in its Beverly Hills office. This fast-paced role involves high-level communication, relationship management, project work, and cross-functional coordination across clients and internal teams.

You will manage complex calendars, travel, events, and client materials with discretion and professionalism, acting as a key gatekeeper and communications hub for the executive.

Qualifications

• Experience supporting a fast-moving senior executive in a high-paced environment.
• Strong organization, attention to detail, and follow-through.
• Polished, professional presence with high discretion.

Responsibilities

• Provide high-level day-to-day support including calendar management, travel coordination, meeting prep, and follow-through.
• Anticipate executive priorities and manage commitments and deadlines.
• Coordinate domestic travel, with potential international trips on short notice.
• Support events, client experiences, and on-site logistics from planning to execution.
• Coordinate contracts, documentation, and client materials with internal teams.

Skills

Executive support

Calendar management

Travel coordination

Event coordination

Client relationships

Discretion

Communication

Independent work

Project coordination

Job description

A leading global e-commerce company at the intersection of entertainment and pop culture is seeking an exceptional Executive Assistant to support a senior executive in its Beverly Hills office.

This is an incredibly dynamic role involving high-level communication, relationship management, project work, and close coordination across clients and internal teams. The Executive Assistant will serve as a key gatekeeper and communication point for the executive, helping manage priorities, relationships, and a high volume of moving pieces.

You will interact and liaise with high-profile executives and clients, develop and maintain strong relationships, coordinate contracts and important documentation, and ensure details are organized and followed through to completion. The role will also have significant involvement in large-scale events, including logistics, planning, client coordination, vendors, presentations, and on-site support.

This is a fast-paced environment where priorities can shift quickly. We are seeking someone who is highly organized, thoughtful, flexible, and Type A when it comes to details, follow-through, and client relationship management. You should be comfortable juggling multiple priorities, pivoting quickly when needed, and taking ownership of whatever is in front of you.

This is an incredible opportunity for someone who takes great pride in their work and enjoys being an integral support system to an executive and team. The ideal candidate will come from a similar environment, understand the pace of entertainment, and be excited by the variety, scale, and client-facing nature of the position.

Responsibilities

• Provide high-level day-to-day support including complex calendar management, scheduling, travel coordination, meeting preparation, and follow-through.
• Anticipate needs and maintain visibility into the executive’s priorities, commitments, deadlines, and outstanding action items.
• Coordinate extensive domestic and potential international travel, including trips that may arise with very little advance notice.
• Travel independently or with members of the team as needed to support client meetings, events, presentations, and special projects.
• Support high-profile events, exhibitions, showcases, and client experiences from initial planning through on-site execution.
• Coordinate event logistics including vendors, catering, guest details, schedules, materials, and on-site setup.
• Ensure presentations, displays, meeting spaces, materials, and other details are fully prepared and ready to go.
• Interact directly with high-profile and high-net-worth clients, executives, and external partners with confidence, discretion, and professionalism.
• Coordinate contracts, documentation, client materials, signatures, inventories, and other important information, ensuring accuracy and timely completion.
• Review business documents for completeness and detail and coordinate with the appropriate internal teams when questions arise. Legal experience is not required.
• Partner across departments to ensure projects, deliverables, client needs, and executive priorities continue moving forward.
• Track commitments and follow-ups across numerous simultaneous projects and ensure nothing falls through the cracks.
• Jump in wherever needed, whether coordinating an unexpected client request, preparing for an event, troubleshooting a last-minute change, or completely reorganizing the day when priorities shift.

What We’re Looking For

• Strong Executive Assistant, Executive Personal Assistant, project coordination, or comparable experience supporting a fast-moving senior executive.
• Experience within entertainment, media, luxury, events, e-commerce, collectibles, or another highly client-facing environment strongly preferred.
• Polished, confident, and highly professional with the presence to interact comfortably with high-profile clientele.
• Exceptional organization, attention to detail, and follow-through.
• Proactive and resourceful with strong judgment and the ability to operate independently.
• Comfortable supporting an executive who moves quickly and manages numerous priorities at once.
• Able to pivot immediately when something urgent arises and seamlessly return to other priorities afterward.
• Entrepreneurial mindset and willingness to take ownership beyond a traditional Executive Assistant job description.
• Excellent written and verbal communication skills.
• High degree of discretion when handling confidential client and business information.

Schedule & Travel

This position is fully onsite in Beverly Hills when not traveling. Regular national travel should be expected, with the potential for international travel depending on business needs. While some travel will be planned in advance, other trips may arise at a moment’s notice, and candidates must have the flexibility to accommodate that level of travel.

The regular schedule is business hours with flexibility required for early mornings, evenings, weekends, events, and travel as needed.

Benefits include medical, dental, and vision coverage, paid time off, and a 401(k)