Executive Assistant Job at Confidencial Beauty Brand in West Hollywood

Executive/Personal Assistant to CEO

We are an innovative beauty brand and seeking a dynamic and detail-oriented Executive/Personal Assistant to support the CEO. As the backbone of our CEO’s daily operations, you will play a key role in balancing both professional and personal responsibilities, ensuring seamless communication, and maintaining the flow of critical activities within a fast-paced, high-energy environment. This position is based in West Hollywood and offers the opportunity to work with a passionate and creative team dedicated to growth and success.

As an integral part of our company’s leadership, you will provide executive support while also helping manage personal affairs, contributing to the overall efficiency of the CEO’s operations. This is more than just a typical assistant role; it’s a role that requires someone who can anticipate needs, manage priorities effectively, and bring creativity and energy to a growing company that thrives on innovation.

Responsibilities

Personal Affairs Management:

• Work in tandem with Estate Manager in assisting with personal requests, shopping, and communicating day-to-day errands with discretion and attention to detail.
• Handle and maintain seamless communication between the CEO’s home and office.
• Professionally represent the estate and brand at all times

Executive & Personal Calendar Management:

• Prioritize and manage a dynamic calendar, scheduling appointments and meetings, and ensuring deadlines are met.
• Keep the CEO’s schedule well-organized while offering proactive solutions to potential scheduling conflicts.
• Draft, distribute, and track meeting agendas and action items, ensuring follow-up and progress on key initiatives.

Communication & Correspondence Management:

• Manage CEO’s email inbox, responding to inquiries as needed and ensuring important matters are flagged for follow-up.
• Draft and edit communications, ensuring clarity, professionalism, and timely delivery.

Travel & Event Coordination:

• Plan and arrange detailed travel logistics for the CEO and executive team, ensuring seamless experiences.
• Coordinate meetings, events, and company celebrations, both in-office and offsite with Estate Manager and house staff.

Project Management & Special Assignments:

• Take ownership of special projects from inception to completion, with the ability to manage competing priorities under tight deadlines.
• Provide updates and track progress, keeping the CEO informed and prepared for upcoming commitments.
• Oversee sample coordination for CEO’s office, including labeling, approvals, and organization products for testing, try-ons, and educational content creation.

Internal & External Relations:

• Serve as the first point of contact for all external inquiries, providing a polished, professional front.
• Build and maintain strong working relationships with senior leadership, board members, and external partners.
• Act as a liaison between the CEO’s office and internal departments, ensuring smooth communication and alignment on key initiatives.

Office & Logistics Management:

• Manage daily mail, maintain inventory, and ensure office supplies are stocked and organized.
• Oversee the maintenance of product stock for daily CEO product testing, ensuring accessibility and organization.

Qualifications & Skills Required

• 3-5 years of experience supporting CEOs, preferably in the beauty or entertainment industries.
• Expertise in Google Suite, Zoom, Slack, Monday.com, Trello, and other office management tools.
• Proven track record in a fast-paced, high-pressure environment, with a strong ability to multitask and prioritize effectively.
• Exceptional attention to detail and the ability to manage a variety of complex tasks and responsibilities.
• Strong written and verbal communication skills with an eye for detail in drafting and editing professional correspondence.
• A positive, can-do attitude with high energy, ensuring a proactive, hands-on approach to all tasks.
• Strong interpersonal skills, able to engage with stakeholders at all levels and build trust both internally and externally.
• Flexible and adaptable, with a willingness to work after hours or on weekends when needed.
• Ability to think critically, anticipate needs, and demonstrate sound judgment in decision-making.
• A natural collaborator who thrives in an entrepreneurial, innovative, and ever-evolving work environment.

What We’re Looking For

• A true problem-solver with a creative, solution-oriented mindset who thrives on taking initiative and making things happen.
• A team player who can balance the demands of multiple projects and deadlines while maintaining grace under pressure.
• Someone who loves beauty and innovation, with a passion for supporting and growing a mission-driven brand.

If you’re ready to work alongside a visionary CEO and take the lead in a dynamic, fast-growing company, we’d love to hear from you!

Position Details:

FULL-TIME; ON-SITE

HOURS: M-F 9-6; some weekends and overnight 

EXEMPT 

EXPECTED TRAVEL Up to 25%

SALARY RANGE: Depending on experience

BENEFITS:

• Paid time off, sick leave, bereavement, etc.
• medical, dental, vision insurance
• Generous discount on company products

This company is an equal opportunity employer. We welcome applicants from all backgrounds regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, age, marital status, veteran, or disability status or any other classification protected by law.