What are the responsibilities and job description for the Hybrid Executive Assistant Office Manager position at C-SUITE ASSISTANTS?
A family owned agricultural business with a range of prominent brands is looking for an Executive Assistant / Office Manager for its Santa Monica office. The EA will support 3-4 C-level executives; Chief Revenue Officer (also an Owner), Chief Administrative Officer, Chief Financial Officer and the Senior Vice President of Operations. The firm has recently acquired an additional company and has 10 employees in the Santa Monica office and a total of 150 employees. The role reports to the Director of Human Resources and is in office 4 days and Fridays are work from home.
About the Job :
Assist executive team in meeting coordination, travel, managing calendars and emails
Track project deadlines and deliverables : follow-up with team members
Communicate with stakeholders to provide updates, clarify expectations, and task tracking and escalating concerns as needed
Coordinate cross-departmental collaboration
Create PowerPoint presentations for executive presentations
Administer regulatory licenses, permits and fees including local business licenses, corporate registrations, regulatory agency renewals, etc. Includes tracking due dates, completion of forms and paperwork, gathering signatures and filing
Assist with maintaining the electronic filing system
Screen incoming phone calls delivering detailed, timely messages to the appropriate parties
Manage group meeting calendars and schedule group meetings
Attend meetings and take notes
Manage sensitive and confidential communications with discretion
Office manager duties :
Oversee office operations
Order supplies and snacks, greet visitors (very few visitors
Coordinate office issues, repairs, and requests
Ensure office space is well kept : coordinate with cleaning crew
Assist the Head of HR with managing the office budget, including expenses and coordinating invoice review and payment
Ad hoc projects as needed
Limited off-hour availability via text
About You :
Minimum of 5 years of experience in a related support position
BA / BS from a college or university (degree in Business Administration a plus)
Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
Dynamic and proactive comfortable in a fast-paced environment.
Polished, professional demeanor
Proactive go-getter; no task is too big or too small
Outstanding communication skills
Salary, Benefits (medical, dental & vision-basic plan paid 100% by company) Paid Vacation, 401k
Hours : 8 : 30 AM-5 : 00 PM
