Groupe Insearch
Executive Personal Assistant to CEO
Groupe Insearch, Los Angeles, California, United States, 90079
Send your resume to info@insearchsf.com with the job idPOSITION :Executive Personal Assistant to CEOHOURS
:In office 3 days/week (Monday, Thursday and either Tuesday or Wednesday)The Executive & Personal Assistant to the CEO & Founder supports the organization’s vision, mission, and strategic mandates, serving as the CEO’s right hand. This role is critical for driving near- and long-term goals by managing their priorities, streamlining organizational effectiveness, and overseeing key administrative and personal responsibilities. The role is cross-functional, interacting with internal and external teams as well as the CEO’s network of professional and personal relationships.ATTRACTIVE FACTORS :Be a part of an exciting, team-oriented environmentWork alongside very bright, enthusiastic people who are passionate about what they doOpportunity to interface/interact with high-profile and interesting clientsCareer growth after two years (first EA is now VP of Talent)KEY RESPONSIBILITIES :Strategic Support & Calendar Management:Manage the CEO’s calendar for all professional and personal engagements, balancing priorities and coordinating with key stakeholders to ensure alignment across the company’s objectives.Oversee staff’s general company calendar, scheduling and coordinating meetings, company-wide commitments, and events.Lead on executive communications, prioritizing time and ensuring efficient time management based on the CEO’s objectives.Travel Coordination:Coordinate and prepare travel arrangements for the CEO and Senior Staff, to ensure smooth and well-organized itineraries for both domestic and international trips, including CEO’s routine travel between LA & NY.Provide on-road support by scheduling transportation, meals, client entertainment, and more.Meeting Preparation & Follow-Up:Prepare documents, agendas, and briefing materials for meetings, attending and taking notes as needed. Organize follow-ups to ensure action items are tracked and completed.Create and manage a “weekend binder” and other weekly reports for historical documentation and forward planning.Client & Project Organization:Organize, maintain, and update client grids and project databases, assisting with CRM management and contact records to support client relationships and business development.Conduct research for company initiatives, projects, and new business opportunities, preparing findings for the CEO.Communication Management:Manage inbound and outbound communications, including emails and calls, drafting responses, and coordinating all follow-ups.Communicate proactively and transparently with stakeholders, building and maintaining relationships with professional contacts, and facilitating introductions as required.Personal & Office Organization:Handle personal tasks such as coordinating deliveries, maintaining regular supplies, managing errands, and supporting personal and professional commitments.Organize and oversee day-to-day management in both the LA and NY offices, with a particular focus on the CEO’s NY home office where the team works. Ensure both locations are fully stocked with necessary supplies, including office essentials, groceries, and personal items to support a productive and comfortable environment.Maintain continuity between locations to meet the CEO’s needs while traveling, keeping each space well-prepared and organized for both work and personal use.Plan and organize team off-sites, company outings, and other events, ensuring seamless logistics while proactively identifying opportunities to further strengthen company culture and enrich staff experiences.Partner with the accounting and business team to manage expenses, ensuring timely processing.TOP KEYS FOR CLIENT :Minimum of 3 years of senior-level executive support experience, with proven skills in managing high-volume travel, complex scheduling, and cross-functional collaboration.Exceptionally detail-oriented with strong organizational and time-management abilities.Adaptable and resilient, able to handle sensitive and confidential information with the utmost discretion.Strong written and verbal communication skills, with a polished, professional demeanor.Emotional intelligence and exceptional interpersonal skills, able to build and nurture professional relationships.Interest or experience in entertainment is a strong plus.
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:In office 3 days/week (Monday, Thursday and either Tuesday or Wednesday)The Executive & Personal Assistant to the CEO & Founder supports the organization’s vision, mission, and strategic mandates, serving as the CEO’s right hand. This role is critical for driving near- and long-term goals by managing their priorities, streamlining organizational effectiveness, and overseeing key administrative and personal responsibilities. The role is cross-functional, interacting with internal and external teams as well as the CEO’s network of professional and personal relationships.ATTRACTIVE FACTORS :Be a part of an exciting, team-oriented environmentWork alongside very bright, enthusiastic people who are passionate about what they doOpportunity to interface/interact with high-profile and interesting clientsCareer growth after two years (first EA is now VP of Talent)KEY RESPONSIBILITIES :Strategic Support & Calendar Management:Manage the CEO’s calendar for all professional and personal engagements, balancing priorities and coordinating with key stakeholders to ensure alignment across the company’s objectives.Oversee staff’s general company calendar, scheduling and coordinating meetings, company-wide commitments, and events.Lead on executive communications, prioritizing time and ensuring efficient time management based on the CEO’s objectives.Travel Coordination:Coordinate and prepare travel arrangements for the CEO and Senior Staff, to ensure smooth and well-organized itineraries for both domestic and international trips, including CEO’s routine travel between LA & NY.Provide on-road support by scheduling transportation, meals, client entertainment, and more.Meeting Preparation & Follow-Up:Prepare documents, agendas, and briefing materials for meetings, attending and taking notes as needed. Organize follow-ups to ensure action items are tracked and completed.Create and manage a “weekend binder” and other weekly reports for historical documentation and forward planning.Client & Project Organization:Organize, maintain, and update client grids and project databases, assisting with CRM management and contact records to support client relationships and business development.Conduct research for company initiatives, projects, and new business opportunities, preparing findings for the CEO.Communication Management:Manage inbound and outbound communications, including emails and calls, drafting responses, and coordinating all follow-ups.Communicate proactively and transparently with stakeholders, building and maintaining relationships with professional contacts, and facilitating introductions as required.Personal & Office Organization:Handle personal tasks such as coordinating deliveries, maintaining regular supplies, managing errands, and supporting personal and professional commitments.Organize and oversee day-to-day management in both the LA and NY offices, with a particular focus on the CEO’s NY home office where the team works. Ensure both locations are fully stocked with necessary supplies, including office essentials, groceries, and personal items to support a productive and comfortable environment.Maintain continuity between locations to meet the CEO’s needs while traveling, keeping each space well-prepared and organized for both work and personal use.Plan and organize team off-sites, company outings, and other events, ensuring seamless logistics while proactively identifying opportunities to further strengthen company culture and enrich staff experiences.Partner with the accounting and business team to manage expenses, ensuring timely processing.TOP KEYS FOR CLIENT :Minimum of 3 years of senior-level executive support experience, with proven skills in managing high-volume travel, complex scheduling, and cross-functional collaboration.Exceptionally detail-oriented with strong organizational and time-management abilities.Adaptable and resilient, able to handle sensitive and confidential information with the utmost discretion.Strong written and verbal communication skills, with a polished, professional demeanor.Emotional intelligence and exceptional interpersonal skills, able to build and nurture professional relationships.Interest or experience in entertainment is a strong plus.
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