Executive Assistant / Personal Assistant To Ceo

Summary:

We seek a highly organized, detail oriented, highly experienced Executive Assistant / Personal Assistant that will work virtually but who is local to the Santa Barbara area and can be physically present when needed. The successful candidate will play a pivotal role in enhancing the CEO’s capacity to expand our firm’s reach and effectiveness.

Key Responsibilities:

• Administrative Support: Manage the CEO’s calendar, ensuring efficient allocation of time to meetings, events, and work periods. Handle correspondence, manage emails, and ensure timely responses to high-priority communications.
• Meeting Coordination: Schedule and organize meetings, including venue selection, attendee confirmation, and preparation of meeting materials. Take minutes during meetings and follow up on action items.
• Travel Arrangements: Plan and book travel, including flights, accommodations, and ground transportation, while optimizing for cost-efficiency and compliance with preferences. Ensure itineraries align with commitments and adjust plans as needed.
• Event Planning: Assist in the organization of internal and external events, ranging from team retreats to large-scale lobbying events, managing logistics, vendors, and guest lists.
• Personal Assistance: Support the CEO in personal tasks and errands that facilitate better focus on professional responsibilities. This may include, but is not limited to, personal appointments, family-related arrangements, transport to /from airport, organizing the home office environment, and personal shopping.
• Executive Support: Provide direct support to the CEO and other key executives as needed, facilitating their administrative and operational needs to ensure the firm’s leadership operates at peak efficiency.
• Firm Administration and Compliance: Assist in managing critical aspects of the firm's operations, including HR duties, lobby compliance, health insurance administration, and website management. Ensure that the firm adheres to industry regulations and maintains operational excellence.
• Confidentiality: Maintain the highest level of confidentiality regarding the business and personal affairs of the CEO and the firm.
• Document Preparation: Prepare, review, and edit emails, presentations, and internal company communications. Ensure materials are formatted and ready for key meetings and presentations.
• Liaison Work: Act as the primary point of contact between the CEO, staff, clients, and other external partners. Manage the flow of information, ensuring the CEO’s accessibility while filtering distractions.

Qualifications:

• Bachelor’s degree or equivalent experience in business administration, management, or a related field.
• Proven experience as an Executive Assistant, Personal Assistant, or similar role, preferably within a fast-paced, high-stakes environment.
• Exceptional organizational skills and meticulous attention to detail.
• Strong ability to prioritize and manage multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• High proficiency in Microsoft Office Suite, Google Workspace, and virtual meeting platforms.
• Discretion and confidentiality of the highest order.
• Flexibility to adapt to changing schedules and tasks as required.
• Ability to work independently and make informed decisions in the absence of direct supervision.

About Us:

We are a dynamic and influential lobby firm with a team of 7-10 dedicated professionals, committed to making impactful strides in our sector. Our CEO is a visionary female leader who has advised two California Governors and has a proven track record in navigating the complexities of political advocacy.

What We Offer:

• A competitive salary commensurate with experience.
• A close-knit team virtual team environment within a firm that values and rewards dedication, insight, and hard work.
• Opportunities for professional development and growth within the firm.
• A role that offers a blend of traditional executive support with the unique dynamics of a lobby firm environment.

How to Apply:

Interested candidates are invited to submit a resume and a cover letter detailing their experience, why they are interested in this role, and what they can bring to our team. Applications should be via Indeed mail with the subject line “Executive Assistant / Personal Assistant Application - [Your Name].”

We thank all applicants for their interest, but only those selected for an interview will be contacted.

Job Type: Full-time

Pay: $73,072.00 - $76,457.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Executive Assistant: 3 years (Required)

Ability to Relocate:

• Santa Barbara, CA: Relocate before starting work (Required)

Work Location: Hybrid remote in Santa Barbara, CA