Executive Assistant

Job Title: Executive Assistant

Reporting To: CEO

Location: Arroyo Grande, CA

Company: Habitat Home & Garden

Department: Administration

Position Overview:

We are seeking a proactive, high-energy Executive Assistant to support the CEO in managing all administrative tasks and ensuring organizational efficiency. This role involves significant enterprise visibility and offers an excellent entry point for growth into more specialized roles. As an Executive Assistant, you will accompany the CEO to meetings, take detailed notes, transcribe them into actionable tasks, and follow up to ensure their completion. The ideal candidate thrives in a fast-paced environment, has exceptional organizational skills, and can anticipate the CEO’s needs to proactively solve problems and increase productivity.

Key Responsibilities

Daily Operations:

• Accompany the CEO to meetings, taking comprehensive notes and capturing key takeaways.
• Transcribe meeting notes into actionable tasks and manage their progress.
• Organize the CEOs email inbox, drafting responses and ensuring timely follow-ups.
• Proactively manage the CEO’s calendar, scheduling meetings and resolving conflicts.
• Maintain a prioritized task list and assist in delegating tasks to team members.
• Handle ad-hoc tasks and assignments with a proactive and solution-oriented approach.
• Greet and assist customers or visitors with professionalism and a welcoming attitude, addressing their inquiries or directing them to the appropriate team member.
• Answer phones promptly and professionally, directing calls to the appropriate person or taking detailed messages as needed.

Weekly Responsibilities:

• Provide the CEO with a summary of ongoing tasks, meeting schedules, and progress reports.
• Prepare meeting agendas and send out post-meeting recaps.
• Follow up with team members on task completion and deadlines.
• Research and compile reports on assigned topics to assist the CEO in decision-making.
• Identify and suggest tools or processes to improve organizational efficiency.
• Organize and maintain a clean, presentable office environment

Monthly Responsibilities:

• Prepare comprehensive updates on task progress and upcoming goals for the CEO.
• Assist in planning and execution of strategic initiatives, ensuring alignment with organizational objectives.
• Participate in professional development opportunities to stay updated on best practices and tools.

Qualifications:

• Bachelor’s degree in Business, Administration, or a related field preferred.
• 3 years of experience in an administrative or executive support role.
• Exceptional organizational and multitasking skills.
• Strong written and verbal communication abilities.
• Proficiency in tools such as Microsoft Excel, Google Suite/Workspace, and task management software.
• Discretion and ability to handle confidential information with integrity.
• High-energy, adaptable, and proactive approach to problem-solving.

Personal Attributes:

• Detail-Oriented: Ensures precision in tasks, from notetaking to task management.
• Proactive Thinker: Anticipates the CEO’s needs and acts with minimal direction.
• Flexible and Adaptable: Thrives in a dynamic, fast-paced environment.
• Excellent Communicator: Delivers clear, concise updates and engages with stakeholders effectively.
• Solution-Oriented: Tackles challenges with confidence and creativity.

Job Types: Full-time, Part-time

Pay: $28.00 - $32.00 per hour

Benefits:

• Employee discount
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Arroyo Grande, CA 93420: Relocate before starting work (Required)

Work Location: In person

Salary : $28 - $32