Executive Personal Assistant

AdArt Company; Los Angeles (CA); Hybrid; USD 65,000 - 95,000; Full time

Job summary

AdArt is seeking an Executive Personal Assistant to support the President-CEO in a hybrid office environment. The role encompasses high-level administrative duties, calendar and travel management, and coordinating meetings and events with attention to detail.

The ideal candidate brings 5+ years of executive support experience, strong organizational skills, and the ability to handle multiple priorities with discretion. Fluency in English and Spanish is preferred.

Qualifications

• 5+ years of experience in personal or executive assistance for C-level executives.
• Bilingual English/Spanish preferred.
• Ability to anticipate and resolve issues independently is highly valued.
• Strong multitasking and organizational skills with a proactive mindset.
• Requires flexibility and the ability to adapt to changing priorities and demands.
• Excellent verbal and written communication skills are crucial.

Responsibilities

• Greet visitors and clients professionally and warmly.
• Maintain office protocols and assist in workplace safety.
• Coordinate logistics for meetings, conferences, and events.
• Set up meetings, attend some, and take notes; prepare and distribute minutes.
• Assist with business travel coordination and detailed itineraries.

Skills

5+ years experience

Bilingual English/Spanish

Proactive mindset

Multitasking

Flexibility

Communication skills

Problem-solving

Job description

Job Description

Job Description

We are seeking a proactive, resourceful, and detail-oriented Executive Personal Assistant to support our President-CEO. This hybrid role is vital, requiring someone who will provide high-level administrative support to an executive by managing both business and personal schedules and tasks. The successful candidate will work closely with the President-CEO and must exhibit initiative and a high standard of service in all interactions. This role requires exceptional organizational skills and the ability to handle multiple tasks in a fast-paced environment.

Responsibilities:

Office Administration (Corporate HQ):

• Greet visitors and clients as needed with professionalism and warmth.
• Maintain office protocols and assist in workplace safety efforts.
• Coordinating logistics for meetings, conferences, and other events, both internal and external.
• Set up meetings – attend some and take notes. Prepare and distribute minutes.
• Assist with business travel coordination for employees and clients and preparing detailed itineraries.

Required Skills and Qualifications (must-haves):

• 5+ years of experience in personal assistance, executive assistance, or a similar hybrid role supporting C-level executive(s) (PA experience is highly preferred).
• Bilingual (English/Spanish) is preferred
• The ability to anticipate and resolve issues independently is highly valued.
• Strong multitasking and organizational skills with a proactive mindset.
• Requires flexibility and the ability to adapt to changing priorities and demands. Ability to manage multiple priorities and meet deadlines.
• Excellent verbal and written communication skills are crucial for interacting with various individuals.
• Strong problem-solving skills and attention to detail.

Schedule:

To be determined – Possibility of hybrid work environment - corporate office and/or remote.

• Monday – Friday.
• As needed, possibly 1–2 weekends per year for special events.

Company Description

We are a Total Visual Solutions provider helping to advance your unique brand story for the most impactful results. With over 200,000 square feet of production space, we create, we produce and we actualize your vision. AdArt is the pre-eminent Retail Visual Marketing company on the West Coast.

We are an equal opportunity employer and do not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, disability, sexual orientation/gender identity, or any other characteristic protected by applicable law.

Company Description

We are a Total Visual Solutions provider helping to advance your unique brand story for the most impactful results. With over 200,000 square feet of production space, we create, we produce and we actualize your vision. AdArt is the pre-eminent Retail Visual Marketing company on the West Coast.
We are an equal opportunity employer and do not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, disability, sexual orientation/gender identity, or any other characteristic protected by applicable law.