Executive Assistant To C-Level Execs ( Full-Time / On-Site)

This is a entrepreneur organization at heart, with multiple ventures and sectors, from a marketing & media group, to a beverage company to a sports facility and youth volleyball club, etc. We are looking for a right hand Executive Assistant that can help streamline the C-suite work-day to allow the time to take the companies to the next stage of growth.

The largest is the marketing and media group which includes UNITED COLLECTIVE, a privately owned creative communications group dedicated to providing clients with strategic marketing solutions uniquely attuned to today’s rapidly shifting culture. A modern collective of creative, smart, tech-savvy and culturally attuned specialists. UNITED COLLECTIVE has two office locations, one in Huntington Beach and the other in New York with about 70 employees.

Also, within this group is content and post production company, Oak Leaf Productions. Oak Leaf provided content development, end to end production, publishing and is in the building state of the art production studios in Huntington Beach.

Lastly, this group has a small business planning consultancy POLY Consultancy, providing business consultancy to brands looking to find new business growth.

In 2020, the CEO became the majority owner of San Diego based South Norte Brands; which includes a craft RTD tequila cocktails and beer.

Also the owner of AIM Sports Group, a sports facility in Seal Beach and tournament operator of SoCal Cup, the most prestigious youth (boys) volleyball tournament series.

The scope of the role will include a full range of administrative business support to leverage and maximize productivity. Ideally, the EA will be available and able to respond when needed, 24/7 (though this is not often on weekends). The EA must independently navigate and adeptly handle a variety of interpersonal interactions, and proactively anticipate and resolve the needs of the C-suite while creating a smooth operational atmosphere around them. The position will serve as a key interface with the executive team while optimizing the teams time across multiple companies, including troubleshooting conflicts, prioritizing inquiries, and making sound judgements to streamline the workload.

This position requires the ability to have critical thinking skills, keen attention to detail and follow-through. This position will be responsible for the overall management and organization of the C-suite's complex schedules.

This position requires an experienced, confidential, and accountable EA who is a strong team player. This person is comfortable working at a fast pace with exceptional planning, prioritization and communication skills as well as the capacity to act with a high level of discretion. The role requires the highest level of service to the entire organization and sets the standard for responsiveness, excellent service and a roll up your sleeves attitude which sets a standard for others in the company.

Essential Job Duties & Responsibilities

Communications

• Assist in scheduling pockets of time during the day for C-suite review critical emails

• Serve as primary point of contact for internal and external communications and on all matters pertaining to the C-suite; receive and handle inquiries, correspondence, and requests directed to the C-suite; determine the urgency of response and escalate issues as appropriate

• Prioritize the appropriate course of action, including referral or response, exercising judgement to reflect the C-suite style and organization policy

• Act as “gatekeeper” and “gateway,” providing a bridge for smooth communication between the C-suite and staff, demonstrating leadership to maintain credibility, trust and support with the Clients, Executive and Leadership Team

• Field internal and external phone correspondence and follow-up accordingly

Calendar / Meeting Management

• Organize and prioritize the C-suite’s daily schedule across multiple companies; arrange appointments, meetings, and events, schedule/manage itineraries for business and personal travel

• Handle all logistics for meetings led by or that include the C-suite. Schedule meetings, draft agendas, develop, compile and distribute necessary presentation materials

• Conflicts and deadlines are anticipated and planned for so that the calendar is as seamless and efficient as possible; proactively keep the C-suite informed of upcoming commitments, responsibilities and calendar time to work on projects as needed

Travel Management

• Arrange all logistics for C-suite travel: ground and air transportation services, hotel and restaurant reservations, and prepare a detailed itinerary for trips, about 20-25% domestic that might increase to 40-50%

• Review and process travel expenses, and prepare expense reports in a timely manner

• Assist and be available 24/7 with potential travel details or last minute changes

Knowledge, Skills & Abilities

• Seasoned EA with excellent interpersonal and customer service skills with the ability to handle difficult situations with diplomacy and tact

• Experience leading diversified teams in a creative environment with the ability to “manage/lead up” with other senior executives

• Act as “gatekeeper” and “gateway”, strategically prioritizing meetings, and tasks in a proactive manner

• Superior organizational, multi-tasking, and time management skills, with strong attention to detail

• Strong critical thinking, problem-solving and researching skills. Must be able to anticipate issues and identify resolutions in a timely manner

• Excellent presentation, written and verbal communication skills

• Demonstrated ability to develop strong relationships and work collaboratively with all levels of individuals inside and outside of the organization

• Ability to use excellent judgment in order to adjust priorities and be highly adaptable to change as needed in a fast-paced, entrepreneurial and high pressure environment

• Ability to switch gears/pivot at a moment’s notice

• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround; highly responsive, efficient, dependable and proactive

• Tech-savvy with high proficiency in Microsoft Office, G-Suite, Keynote, Zoom, Microsoft Teams, etc.

• Self-Starter and high-achiever: Able to take things and run with them

• Principled and ethical: having the utmost integrity and discretion in handling confidential information

• Excited and motivated with a positive attitude

Preferred Education and Experience

• Bachelor’s degree is preferred

• Eight + years of solid experience as an EA for a C-suite Officer of multiple business enterprises.

• Excellent verbal and written communication skills

Salary Range: $90 - $100k

https://www.unitedcollective.com/

All your information will be kept confidential according to EEO guidelines.

UNITED COLLECTIVE (the “Company”) is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, ethnicity, color, religion or religious creed (including religious dress or grooming practices), national origin, ancestry, sex (including childbirth, breastfeeding, and related medical conditions), gender, gender identity and expression, sexual orientation, transitioning status, age, physical or mental disability, protected medical condition, citizenship status, military and veteran status, uniform service member status, genetic information, marital status, pregnancy, driver’s license, or any other legally recognized protection basis under federal, state, or local laws, regulations, or ordinances. The information collected through the pre-hire process is solely to determine suitability for employment, verify identity, and maintain employment statistics on applicants.