Executive Assistant Job at PASSPORT BRAND DESIGN in Newport Beach
PASSPORT BRAND DESIGN - Newport Beach, CA, United States, 92659
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About Passport Brand Design
With offices in Newport Beach, New York, Toronto and Montréal, Passport Brand Design (a VML company) is rapidly establishing itself as a trusted brand partner. We’re passionate about offering creative leadership to global businesses seeking high-level brand strategy, campaigns, and creative executions across all touch points. Our approach begins with creating a strategic positioning and brand purpose, which guides a fully integrated marketing process. We are looking for passionate, inspired individuals who want to do great work with great people.
Senior Executive Assistant
We are seeking a highly skilled Senior Executive Assistant to support a dynamic executive. This role requires exceptional judgment, understanding of business operations, and the ability to manage both professional and personal priorities seamlessly. You will serve as a strategic partner, anticipating needs, driving execution, and protecting time and focus.
Key Responsibilities
- Executive Support & Strategic Partnership
- Represent the executive professionally and discreetly.
- Manage complex, multi-time zone calendars.
- Coordinate meetings, events, and off-sites, including logistics and follow-ups.
- Prepare briefs, reports, and presentations with minimal guidance.
- Handle sensitive information with discretion.
- Inbox & Communication Management
- Organize and prioritize high-volume emails.
- Draft and respond on behalf of the executive, maintaining tone.
- Follow up on critical communications promptly.
- Project & Life Management
- Oversee professional and personal projects from start to finish.
- Coordinate travel arrangements and itineraries.
- Support personal logistics such as appointments and family events.
- Manage task lists proactively.
- Administrative Excellence
- Process expenses and invoices.
- Maintain filing systems.
- Coordinate with internal teams and external stakeholders.
Qualifications
- 7+ years as an Executive Assistant, with at least 3 supporting C-level executives.
- Proven ability to manage high-volume, confidential communications.
- Experience with complex scheduling and multitasking.
- Excellent written and verbal communication skills.
- High emotional intelligence and perceptiveness.
- Proficiency in Google Workspace, Microsoft Office, Slack, Zoom, Asana, etc.
- Experience handling personal matters and operating in both business and personal contexts.
Personal Attributes
- Discretion and confidentiality.
- Highly organized and detail-oriented.
- Calm under pressure, proactive.
- Anticipates needs, thinks ahead.
- Reliable, professional, with integrity.
- Solution-oriented, can handle small tasks proactively.
The salary range is $50,000—$105,000 USD, based on experience and other factors. We offer a hybrid work environment and a comprehensive benefits package. For more info, visit our website and follow us on social channels.
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