What are the responsibilities and job description for the Executive Assistant to Chief Executive Officer position at Khasim Insurance Agency?
We are seeking a highly skilled and proactive Executive Assistant to support our Chief Executive Officer. This is a full-time, salary-exempt position based in Escondido, CA.
The ideal candidate will provide comprehensive executive support, ensuring the CEO's business and personal affairs run efficiently. This role requires impeccable problem-solving skills, the ability to work under pressure, and flexible availability.
Key Responsibilities:
- High-Level Administrative Support – Manage schedules, calendars, meetings, and travel arrangements for the CEO.
- Accounting & Bookkeeping – Handle basic accounting functions, bookkeeping, financial reconciliations, and expense tracking for business and personal finances.
- Project & Business Coordination – Assist with operations across Khasim Insurance Agency and its subsidiary real estate businesses.
- Confidential Communications – Handle correspondence, emails, reports, and sensitive information with discretion.
- Problem-Solving & Crisis Management – Act as the CEO's right-hand, handling urgent matters with strategic decision-making.
- Event & Meeting Coordination – Plan and execute internal and external meetings, including preparing agendas and follow-ups.
- Financial & Expense Management – Prepare and track expense reports, budgets, invoices, and financial documents.
- Personal Support – Assist with CEO's personal tasks, including driving, scheduling appointments, and personal errands.
- Office & Team Management – Liaise with staff, vendors, and partners to maintain efficient business operations.
Qualifications:
4-Year Degree Required – Bachelor's degree in Business Administration, Finance, Accounting, or a related field.
Fluent in Spanish & English (Bilingual required).
Strong problem-solving abilities – Able to anticipate needs and find solutions proactively.
Ability to work under pressure – Comfortable handling multiple priorities in a fast-paced environment.
Flexible availability – This role requires adaptability to changing schedules and urgent needs.
Executive Administrative Experience – 3 years of high-level support to a CEO, executive, or senior management.
Accounting & Bookkeeping Skills – Experience with QuickBooks, financial reconciliation, payroll processing, and budgeting.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and CRM software.
Exceptional organizational & communication skills – Both written and verbal.
Discretion & Confidentiality – Must handle sensitive information with professionalism.
Strong diary & time management skills – Ability to manage complex scheduling and prioritize effectively.
Valid Driver's License & Reliable Transportation – Must be comfortable driving for business and personal matters.
Preferred: Experience in insurance, real estate, or financial services industries.
Why Join Us?
Opportunity to work directly with a high-level executive in a growing, dynamic company.
Competitive salary-exempt compensation package.
Gain experience across insurance, real estate, and business operations.
Fast-paced, entrepreneurial environment where your skills and problem-solving abilities make an impact.
Apply Now:
- If you're an exceptional problem solver, highly organized, and fluent in Spanish, we'd love to hear from you Apply now and be part of a high-growth company that values leadership and efficiency.