Executive Assistant to Chief Executive Officer

Xenon Investment Corp.; Westwood (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

Xenon Investment Corp. in California is seeking an exceptional Executive Assistant to be the trusted right hand to the CEO of a fast-paced real estate investment and property Investment/Management company.

This role demands impeccable professionalism, sound judgment, and the ability to anticipate needs before they arise. You will coordinate complex calendars, travel, and executive communications, while leveraging AI tools to streamline tasks and provide actionable insights.

Qualifications

• 3+ years of Executive Assistant or high-level administrative experience supporting executives, business owners, or C-suite leadership.
• Highly technologically proficient, with the ability to quickly master new software, systems, and digital platforms.
• Strong working knowledge of AI tools (such as ChatGPT, Microsoft Copilot, Gemini, or similar) and the ability to leverage them to improve efficiency, automate administrative tasks, conduct research, prepare presentations, draft correspondence, and streamline workflows.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Google Workspace.

Responsibilities

• Manage and optimize the Owner's complex calendar, meetings, and daily priorities.
• Coordinate domestic and international travel, including detailed itineraries, accommodations, transportation, and scheduling.
• Act as a primary liaison between the Owner and executives, clients, attorneys, vendors, and business partners.
• Screen calls, manage correspondence, and draft professional communications on behalf of the Owner.
• Prepare reports, presentations, spreadsheets, and executive-level documents.
• Maintain confidential records, contracts, and business documentation.
• Track projects, deadlines, and follow-up items to ensure timely completion.
• Conduct research and prepare executive briefings for meetings and special projects.
• Utilize AI and emerging technologies to improve workflows, automate routine tasks, and enhance productivity.
• Coordinate meetings, conference calls, and executive events.
• Handle personal and business-related responsibilities with professionalism and discretion.
• Run executive-level errands and attend meetings as needed.
• Anticipate challenges, identify solutions, and proactively support the Owner's daily operations.

Skills

Executive support

AI tool usage

Time management

Communication

Discretion & confidentiality

Project management

Calendar management

Travel coordination

Tools

Microsoft Office

Google Workspace

ChatGPT

Copilot

Gemini

Job description

We are seeking an exceptional Executive Assistant to serve as the trusted right hand to the CEO of a fast-paced real estate investment and property Investment/Management company. This is a high-impact role requiring sound judgment, impeccable professionalism, and the ability to anticipate needs before they arise.

The ideal candidate is highly organized, technologically sophisticated, and thrives in a demanding, fast-moving environment. You are resourceful, polished, and able to seamlessly manage competing priorities while maintaining complete confidentiality. You possess outstanding communication skills and have a proven ability to build strong relationships with executives, clients, vendors, and business partners.

This is an excellent opportunity for someone who enjoys being at the center of executive operations and wants to play a key role in supporting a growing organization.

Qualifications

• 3+ years of Executive Assistant or high-level administrative experience supporting executives, business owners, or C-suite leadership
• Highly technologically proficient, with the ability to quickly master new software, systems, and digital platforms
• Strong working knowledge of AI tools (such as ChatGPT, Microsoft Copilot, Gemini, or similar) and the ability to leverage them to improve efficiency, automate administrative tasks, conduct research, prepare presentations, draft correspondence, and streamline workflows
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Google Workspace
• Analyze reports, spreadsheets, and operational data to identify trends, inconsistencies, and opportunities for improvement
• Leverage AI and data analysis tools to streamline reporting, automate routine tasks, and provide actionable business insights
• Exceptional organizational and time management skills with meticulous attention to detail
• Outstanding written and verbal communication skills
• Excellent judgment, discretion, and the ability to handle highly confidential information
• Strong project management skills with the ability to prioritize multiple deadlines
• Proactive, resourceful, and solutions-oriented mindset
• Professional executive presence with outstanding interpersonal skills
• Ability to work independently while anticipating the needs of executive leadership
• Valid California driver's license with a clean driving record

Executive Responsibilities

• Manage and optimize the Owner's complex calendar, meetings, and daily priorities
• Coordinate domestic and international travel, including detailed itineraries, accommodations, transportation, and scheduling
• Act as a primary liaison between the Owner and executives, clients, attorneys, vendors, and business partners
• Screen calls, manage correspondence, and draft professional communications on behalf of the Owner
• Prepare reports, presentations, spreadsheets, and executive-level documents
• Maintain confidential records, contracts, and business documentation
• Track projects, deadlines, and follow-up items to ensure timely completion
• Conduct research and prepare executive briefings for meetings and special projects
• Utilize AI and emerging technologies to improve workflows, automate routine tasks, and enhance productivity
• Coordinate meetings, conference calls, and executive events
• Handle personal and business-related responsibilities with professionalism and discretion
• Run executive-level errands and attend meetings as needed
• Anticipate challenges, identify solutions, and proactively support the Owner's daily operations