Executive Assistant to CEO - Pasadena, United States - TSG Enterprises

TSG Enterprises

Verified Company

Pasadena, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Job Title:
Executive Assistant to CEO

Company Overview:

The Solis Group is a woman owned, family-oriented firm providing a variety of services to the public construction industry, led by a visionary CEO who is constantly on the move.

As the CEO's trusted right hand, the Executive Assistant will play a crucial role in ensuring seamless operations, both professionally and personally.

Position Overview:

We are seeking an experienced and proactive Executive Assistant to provide comprehensive support to our CEO. This role requires exceptional organizational skills, attention to detail, and the ability to thrive in a fast-paced environment. Please note, this is not an 8-5 position. It includes up to 25% travel and tasks will sometimes be assigned on nights and weekends.

Responsibilities:

Calendar Management:
Coordinate and manage the CEO's complex and ever-changing schedule, including meetings, appointments, and travel arrangements.

Travel and Travel Coordination:
Arrange all travel logistics for the CEO, including flights, accommodations, ground transportation, and passport processing. Travel with the CEO to support her success at conferences/receptions/meetings.

Personal Planning and Errands:
Assist the CEO with various personal tasks and errands, such as shopping, event planning, and family arrangements. This includes things like planning birthday parties and taking pets to be groomed. You are going to become an integral part of the family

Social Media Administration:

Work with the CEO and other team members to cultivate and maintain consistent messaging through social media and the firm website.

Task Prioritization:
Anticipate the CEO's needs and proactively manage their workload by prioritizing tasks and deadlines.

Meeting Support:
Prepare agendas, take minutes, and follow up on action items for meetings attended by the CEO.

Document Management:
Organize and maintain confidential company and personal documents, ensuring accessibility and security.

Expense Management:
Track and reconcile expenses, including credit card statements and reimbursements, in a timely and accurate manner.

Special Projects:

Undertake ad hoc projects and initiatives as assigned by the CEO, demonstrating flexibility and willingness to contribute beyond core responsibilities.

Qualifications/Requirements:

Bachelor's degree preferred, or equivalent combination of education and experience.
Proven experience as an executive assistant or similar role, ideally supporting Csuite executives in a corporate environment.
Exceptional organizational and time management skills, with the ability to prioritize tasks effectively.
Strong documentation, notetaking, and list making skills.
Strong communication skills, both written and verbal, with a high level of professionalism and discretion.
Driver's license and reliable vehicle.
Must be comfortable around household pets, with no allergy issues.
Ability to work independently and adapt to changing priorities in a dynamic work environment.
Discretion and trustworthiness when handling sensitive information and confidential matters.
Flexibility to work outside regular business hours and travel as needed.
Knowledge of additional languages or experience in international travel coordination is a plus.