Executive Assistant to Chief Executive Officer

Pocketbook Agency; Beverly Hills (CA); On-site; USD 108,000 - 132,000; Full time

Job summary

Pocketbook Agency seeks an exceptional Executive Assistant to provide high-level support to the CEO of a fast-paced Beverly Hills client services firm. This role is high-touch and high-trust, requiring urgency, proactive thinking, and the ability to stay several steps ahead to keep the CEO's day running smoothly.

You will manage a demanding calendar, coordinate complex travel, prep materials, liaise with executives and clients, and handle confidential information with discretion.

Qualifications

• 5+ years of Executive Assistant experience supporting a CEO, Founder, or C-suite executive in a fast-paced environment.
• Experience within professional services, client services, finance, consulting, entertainment, or another high-touch business environment strongly preferred.
• Expert-level Outlook and Google Suite proficiency with demonstrated experience managing complex, high-volume executive calendars.
• Strong experience coordinating intricate domestic and international travel.
• Exceptional organizational skills with a clearly defined system for managing priorities, follow-ups, and competing demands.

Responsibilities

• Own and manage a high-volume, constantly evolving calendar, prioritizing meetings and commitments based on business needs.
• Anticipate conflicts, manage cascading schedule changes, communicate updates proactively, and keep the CEO organized.
• Serve as a key point of coordination between the CEO, internal teams, clients, executives, and external partners.
• Track follow-ups, action items, deadlines, and key priorities to ensure nothing falls through the cracks.
• Coordinate complex, multi-leg domestic and international travel, including flights, accommodations, ground transportation, detailed itineraries, and real-time troubleshooting.

Skills

Calendar management

Travel coordination

Executive support

Outlook

Google Workspace

Communication

Prioritization

Discretion

Client liaison

Event coordination

Tools

Outlook

G Suite

Job description

We are seeking an exceptional Executive Assistant to provide high-level support to the CEO of a fast-paced, client services firm based in Beverly Hills. This is a high-touch, high-trust position for someone who thrives alongside a dynamic executive, operates with a strong sense of urgency, and knows how to stay several steps ahead. The Executive Assistant will serve as a key partner to the CEO, managing an extremely active calendar, coordinating complex travel, facilitating communication and follow-through, and ensuring the CEO's day runs as seamlessly and efficiently as possible. The ideal candidate is highly organized, polished, resourceful, and proactive, with the ability to anticipate needs and quickly pivot as priorities evolve.

Responsibilities:

• Own and manage a high-volume, constantly evolving calendar, prioritizing meetings and commitments based on business needs and shifting priorities
• Anticipate conflicts, manage cascading schedule changes, communicate updates proactively, and keep the CEO organized.
• Serve as a key point of coordination between the CEO, internal teams, clients, executives, and external partners
• Track follow-ups, action items, deadlines, and key priorities to ensure nothing falls through the cracks
• Coordinate complex, multi-leg domestic and international travel, including flights, accommodations, ground transportation, detailed itineraries, and real-time troubleshooting
• Manage select personal and family travel, appointments, reservations, errands, vendor coordination, and other personal logistics as needed
• Prepare the CEO for client meetings, leadership discussions, and key engagements by coordinating agendas, materials, logistics, and follow-up items
• Liaise professionally with high-level clients, executives, vendors, and external contacts on the CEO's behalf
• Assist with company events, client gatherings, leadership meetings, and other on-site initiatives
• Support occasional administrative needs related to the CEO's spouse, family, and personal commitments, including stepping in on household coordination when needed
• Maintain a polished, professional, and highly organized executive office environment
• Handle confidential client, business, financial, legal, personnel, and personal information with exceptional judgment and discretion
• Take on ad hoc requests and special projects with flexibility, urgency, and a solutions-oriented mindset

Qualifications:

• 5+ years of Executive Assistant experience supporting a CEO, Founder, or C-suite executive in a fast-paced environment
• Experience within professional services, client services, finance, consulting, entertainment, or another high-touch business environment strongly preferred
• Expert-level Outlook and Google Suite proficiency with demonstrated experience managing complex, high-volume executive calendars
• Strong experience coordinating intricate domestic and international travel
• Exceptional organizational skills with a clearly defined system for managing priorities, follow-ups, and competing demands
• Highly proactive with the ability to anticipate needs, operate several steps ahead, and adapt quickly as priorities change
• Polished and articulate with excellent written and verbal communication skills and confidence interacting with sophisticated clients and executives
• Tech-savvy and current on AI tools and their practical applications within executive support workflows
• Strong knowledge of Los Angeles restaurants, hospitality, culture, and lifestyle
• Warm, calm, low-ego demeanor with excellent judgment and a "no task is too small" mentality

Location: On site daily in Beverly Hills, CA

Salary: Up to $120k DOE + benefits and discretionary bonus

Pocketbook Agency is acting solely as a recruiting and placement firm for this position and is not the employer of record for this role unless otherwise explicitly stated. All hiring decisions, compensation, benefits, and employment terms are determined by the client employer. By applying, you acknowledge that submission of an application does not guarantee placement or employment.

Pocketbook Agency is an equal opportunity recruiting firm and does not discriminate in its recruiting, screening, or placement practices based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.