Executive Assistant to VP

ROSTR, Inc.; West Hollywood (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

ROSTR, Inc. in West Hollywood, CA seeks an Executive Assistant to the VP to support senior leadership with calendars, travel, and day-to-day operations.

The role requires discretion, proactive planning, and a high level of organization to manage complex schedules and communications. Ideal candidates will excel in fast-paced environments, collaborate across departments, and handle confidential information with tact and professionalism.

Qualifications

• Relevant executive support experience.
• Excellent written and verbal communication skills.
• Highly organized and proactive with strong attention to detail.

Responsibilities

• Manage and prioritize the VP’s calendar for calls, meetings, appointments, and events.
• Coordinate domestic and international travel arrangements for VP and staff.
• Liaise with executive leadership, internal staff, partners, and legal teams.
• Handle correspondence and time-sensitive communications.
• Prepare the VP for meetings with relevant materials and information.
• Take minutes, track action items, and follow up as needed.
• Manage VP expense tracking and reporting.
• Collaborate with internal departments on various projects.
• Handle confidential business and personal information with discretion.
• Anticipate scheduling, logistical, and administrative issues and resolve them.
• Support with additional personal and administrative tasks as needed.
• Some travel may be required.

Skills

Calendar management

Communication

Discretion

Organizational skills

Tools

Google Workspace

Microsoft Office

Zoom

Job description

The ideal candidate for the Executive Assistant to VP position is a dedicated individual with experience supporting senior corporate leadership. The primary role of this position is to assist the VP with personal and administrative tasks, communication, scheduling, and day-to-day business operations. Individuals best suited for this role are highly driven, detail-oriented, discreet, proactive, and able to operate in a fast-paced environment.

Responsibilities

• Manage and prioritize the VP’s calendar for calls, business meetings, appointments, and events
• Coordinate domestic and international travel arrangements and visits from global partners/staff
• Liaise with executive leadership, internal staff, partners, legal teams, and other key stakeholders
• Manage and prioritize correspondence and time-sensitive communications
• Prepare the VP for meetings with relevant materials and information
• Take minutes at necessary meetings, track action items, and follow up as needed
• Manage VP expense tracking and reporting
• Collaborate with internal departments on various projects
• Handle confidential business and personal information with discretion
• Anticipate needs and proactively resolve scheduling, logistical, and administrative issues
• Support with additional personal and administrative tasks as needed
• Some travel may be required

Qualifications

• Relevant executive support experience
• Strong understanding of Google Workspace, Microsoft Office, Zoom, and related productivity tools
• Excellent written and verbal communication skills
• Self-motivated team player
• Diligent, proactive, and resourceful
• Highly organized and efficient
• Strong attention to detail
• Strong judgment and discretion
• Professional work ethic
• Works autonomously and manages priorities effectively