Proactive Executive Assistant to President | CRM & Ops

AST Defeasance; Los Angeles (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

AST Defeasance in Los Angeles, CA seeks an experienced executive support professional to manage the President’s inbox and calendar, screen calls, and drive follow-through on actions. You will support sales efforts, maintain CRM records, and produce timely reports and deliverables.

The role requires 5+ years in a demanding executive-support environment, strong communication, and proficiency with Microsoft Office, with CRM experience (Salesforce or HubSpot) preferred.

Qualifications

• 5+ years of experience in an executive-level support role, ideally supporting a senior leader with a demanding style.
• Proven ability to manage up: you’re comfortable following up repeatedly, making decisions independently when needed, and staying composed under pressure.
• A proactive, deadline-driven mindset; you anticipate problems and solve them before they amplify.
• Strong communication and interpersonal skills, especially in client-facing situations.
• Experience with a CRM such as Salesforce or HubSpot (preferred).
• Experience handling sales calls or supporting a sales team (a plus).
• Proficiency in Microsoft Office and other business software.
• Ability to work independently and efficiently in a small office environment.
• Resilience, a sense of humor, and the confidence to not take things personally.

Responsibilities

• Own the inbox: Manage and respond to emails on the President’s behalf, prioritizing what matters and keeping things moving without waiting for direction.
• Keep the calendar under control: Schedule meetings, appointments, and travel, proactively adjusting as priorities shift.
• Be the gatekeeper: Provide phone support, screening and directing calls with professionalism and good judgment.
• Drive follow-through: Track open items, chase down approvals and decisions, and make sure nothing falls through the cracks.
• Support the sales effort: Join sales calls to take notes, send timely follow-ups, and schedule client meetings.
• Keep the CRM sharp: Lead projects to update and maintain customer records in the CRM.
• Run weekly marketing outreach: Send marketing emails to clients every week, on time and on brand.
• Create polished deliverables: Prepare reports, presentations, and business documents, often on short notice.
• Protect sensitive information: Handle confidential matters with complete discretion.

Skills

5+ years executive support

manage up

deadline driven

communication skills

CRM Salesforce/HubSpot

Sales calls experience

Microsoft Office

independent work

resilience & discretion

Tools

Salesforce/HubSpot CRM

Job description

AST Defeasance in Los Angeles, CA seeks an experienced executive support professional to manage the President’s inbox and calendar, screen calls, and drive follow-through on actions. You will support sales efforts, maintain CRM records, and produce timely reports and deliverables.

The role requires 5+ years in a demanding executive-support environment, strong communication, and proficiency with Microsoft Office, with CRM experience (Salesforce or HubSpot) preferred.