Executive Assistant Job at Bold Consulting in Santa Monica

Company Overview:

Our client is a mission-driven clean skincare company dedicated to crafting high-quality, sustainable, and effective skincare solutions. Our commitment to transparency, ethical sourcing, and eco-friendly practices is at the heart of everything we do. This is an opportunity to work for a company that is much more than a beauty and skin care brand. As a public B(enefit)-Corporation, the Company established the industry-standard for transparency and safety in personal care/beauty through its sourcing, labeling, testing, & screening protocols. The Company’s products continuously push the boundaries of performance innovation without sacrificing safety, offering today’s consumers immediate solutions.

Position Overview:

The Executive Assistant will provide support to the CEO, helping ensure the CEO’s time is managed effectively. The ideal candidate is highly organized, proactive, and adaptable, with a passion for the beauty industry and sustainability. This role offers a unique opportunity to be part of a fast-growing company and contribute to its success.

Primary Position Responsibilities include but are not limited to:

CEO Support + Office Management

• Drive priorities and manage short-term and long-term schedules; prepare CEO for meetings and appointments; pre-review meeting materials for quality and take action on the CEO’s behalf when appropriate.
• Respond to inquiries; oversee incoming communications, and when appropriate take action on the CEO’s behalf.
• Be versed in dealing and interacting with senior executives to include at the Chief Innovation Officer level, political leaders and other key stakeholders.
• Manage and maintain demanding daily business appointment calendar; make recommendations to resolve scheduling conflicts.
• Liaise with outside parties to manage appointments outside the office.
• Screen heavy volume of incoming e-mail and regular mail.
• Manage complex travel arrangements and all logistics, including working with 3rd party travel consultant to plan, make and verify travel arrangements for airline, hotel, etc.
• Process travel itineraries and make changes before and during trips when necessary.
• Process expense reports.
• Perform day-to-day tasks including, but not limited to, managing detailed business and personal calendars, meetings and logistics; handling phones; preparing materials; and setting up department activities.
• Ensure CEO is prepared for all meetings to include organizing appropriate staff work such as read-ahead material, talking points and other relevant material.
• Perform research related to executive travel briefings, events planning and other matters at the direction of the CEO manage special projects and special events.
• Determine importance of meeting requests in the context of CEO’s priorities and schedule accordingly. Ensure deadlines are met.
• Post appropriate agendas and read-aheads to ensure meetings are efficiently managed. Ensure proper attendance.
• Maintain accurate databases electronically to include address books, files and contacts.
• Assist with limited personal tasks on behalf of the CEO.
• Handle sensitive and confidential information with discretion.
• Oversee day-to-day office operations to ensure a productive and efficient environment.
• Manage office supplies, equipment, and vendor relationships.
• Coordinate office maintenance, ensuring a clean and professional workspace.
• Act as the primary point of contact for office-related needs.
• Support office guests upon arrival.

Knowledge/Skills/Abilities/Qualifications:

• Experience as a C-suite Executive Assistant.
• Absolute discretion in all matters, utilizing emotional intelligence to establish rapport with the CEO and various staff members.
• Strong organizational skills and attention to detail.
• Exceptional verbal and written communication skills.
• Excellent time management skills.
• Ability to collaborate and work effectively with people at all levels of the organization and cross-functionally.
• Adept working in a fast-paced environment, able to efficiently manage multiple tasks/projects simultaneously.
• Ability to work effectively in high pressure situations.
• Proficiency with Microsoft Office applications (e.g. Outlook, Word, PowerPoint, etc.).

Work Location and Hours:

• Employee will work in our corporate offices located in Santa Monica, CA and remotely, as arranged with CEO.
• Work Hours: General company-wide work hours are from 8:30am – 5:30pm PT, though the Executive Assistant is expected to be more broadly available and accessible, given the nature of the role and its responsibilities.

Travel:

• Limited, periodic travel may be necessary, based on applicable CEO travel.

What We Offer:

• Competitive salary and benefits package.

• An opportunity to grow with a dynamic and innovative company.

• A positive, collaborative work culture.

• Staff discounts on clean skincare products.