Executive Assistant

Position Overview:

The Executive Assistant is a force multiplier and operational partner to the Senior Executive Assistant, supporting the executive office of the President and Chief Financial Officer. This role focuses on event execution, communications support, administrative operations, and after-hours backup. This is not a 100% remote role. The position will require working both in a professional office environment and in the executive’s residential space, based in Los Angeles or Orange County Area. The Executive Assistant reports to the Senior Executive Assistant but serves as an extension of the CFO, partnering closely with the CFO on priorities and execution while collaborating with the Senior Executive Assistant on complex or executive-facing decisions 

The Sr. EA retains ownership of calendar management, strategic cross-functional coordination, executive communications strategy, and complex vendor relationships. The Executive Assistant amplifies the Sr. EA's capacity by owning execution on defined operational areas.  

Key Responsibilities: 

Key Distinctions: This Role vs. Senior Executive Assistant: 

Executive Assistant OWNS:  

• Event execution and vendor logistics  

• Routine communications and scheduling  

• Administrative operations and documentation  

• After-hours urgent support  

Senior Executive Assistant OWNS:  

• Calendar strategy and all hold decisions  

• Executive communications strategy and messaging  

• Cross-functional coordination and stakeholder relationships  

• Compliance and governance decisions  

• Strategic project coordination  

• All executive-facing interactions and decisions  

• Supervision and direction of Executive Assistant role  

• Travel logistics coordination (managed through external Travel Manager) 

Event Coordination & Logistics:  

• Execute event planning and logistics under Sr. EA strategic direction, including departmental meetings, executive office events, and organization-wide initiatives (e.g., holiday parties, town halls, all-hands meetings)  

• Provide both professional and personal support to the executive, balancing business priorities with personal needs and responsibilities. 

• Manage vendor coordination, catering, transportation, and on-site setup  

• Track RSVPs, attendee confirmations, and special accommodations  

• Proactively anticipate needs, manage competing priorities, and ensure seamless execution of both professional and personal responsibilities.

• Ensure all prep materials for upcoming meetings are available and accounted for; track meeting attendees and flag status to Sr. EA to determine next steps  

• Ensure materials and run-of-show documents are available to President and CFO  

• Handle post-event follow-up and execute event troubleshooting and real-time problem-solving  

Communications Support & Coordination, Under SR EA guidance: 

• Manage routine email processing, routing, and responses  

• Coordinate scheduling emails, meeting confirmations, and calendar updates  

• Maintain communication logs and prepare executive communication summaries  

Calendar & Scheduling Support: 

• Maintain calendar accuracy and update logistics for confirmed meetings  

• Monitor the calendar for conflicts and flag to Sr. EA immediately  

• Prepare weekly calendar reviews and highlight key activities for Sr. EA  

• Coordinate with external participants on scheduling logistics  

• Coordinate day-to-day logistics, scheduling, and organizational needs across residential and professional settings.

• Support scheduling calls and meeting coordination under Sr. EA direction  

Administrative Operations & Support:  

• Maintain OCFO filing systems, databases, and operational documentation  

• Maintain the highest standards of discretion, confidentiality, flexibility, attention to detail, and sound judgment.

• Prepare executive materials: reports, presentations, briefing documents  

• Handle office management and supply ordering  

• Process expenses, reimbursements, and financial documentation  

• Manage shared calendars, scheduling tools, and software administration  

• Organize and maintain the executive’s residential space and office environment, ensuring both are well-organized and efficiently managed. 

Cross-Functional Coordination:  

• Execute multi-executive scheduling logistics under Sr. EA strategy  

• Set up meetings and coordinate follow-up on Sr. EA direction  

• Manage operational details with internal stakeholders  

• Document meetings, action items, and deliverables  

• Serve as escalation point for operational issues  

Team Operations & Knowledge Management: 

• Assist with EA team scheduling and coordination  

• Update and maintain EA playbooks and operational documentation  

• Support onboarding and knowledge transfer procedures  

• Maintain shared team resources and calendars  

• Document processes and operational best practices  

After-Hours & Urgent Support: 

• Handle urgent after-hours requests and escalate appropriately  

• Maintain communication during business-critical situations  

• Escalate all executive-facing decisions to Sr. EA