Executive Assistant to Chief Executive Officer

Executive Support Specialist

Reports To: CEO/COO

Status: Regular, Full-Time, Non-Exempt

Location: San Diego, CA (On-Site Requirement)

PRIMARY OBJECTIVES

• Manage executive priorities, ensuring projects are completed on time, within budget, and aligned with company goals.
• Proactively manage the CEO and COO calendars, including travel, meetings, conference calls, and scheduling priorities.
• Coordinate executive meetings with leadership, clients, vendors, and partners, ensuring agendas, materials, logistics, and follow-up actions are completed.
• Partner with leadership to maintain alignment with company systems, processes, and the system of record.
• Identify process gaps, recommend improvements, and implement solutions that increase operational efficiency.
• Develop, document, and maintain Standard Operating Procedures (SOPs), workflows, and best practices.
• Track project milestones, risks, deliverables, and action items while providing regular status updates.
• Anticipate executive needs, remove administrative obstacles, and support effective decision-making.

Key Performance Indicators (KPIs)

• Projects completed on time and within budget.
• Executive calendars managed with minimal scheduling conflicts.
• SOPs and documentation completed accurately and on schedule.
• Cross-functional projects completed successfully with measurable improvements.
• Executive meetings are organized, action items tracked, and follow-ups completed on time.

SECONDARY OBJECTIVES

• Provide proactive administrative support to executive leadership while managing competing priorities.
• Coordinate meetings, travel, presentations, agendas, meeting minutes, and executive communications.
• Maintain project trackers, dashboards, and organizational reporting.
• Conduct research, prepare recommendations, and draft business correspondence.
• Screen and prioritize executive communications while maintaining confidentiality.
• Lead or support change management initiatives and adoption of new tools and processes.
• Partner with leaders across departments to coordinate projects and resolve business needs.
• Leverage technology to improve reporting, organization, and operational efficiency.
• Coordinate leadership meetings, company events, vendors, travel, accommodations, and logistics.
• Maintain confidential records, databases, filing systems, and purchasing activities.
• Support onboarding activities requiring executive involvement.
• Research vendors, products, services, and business solutions as requested.
• Assist with office operations, supplies, and administrative processes.
• Handle occasional personal administrative tasks and special projects with professionalism and discretion.

RESULTS

• Executive priorities and projects are managed proactively with exceptional organization.
• Executives, clients, vendors, and employees receive professional, responsive service.
• Calendars, travel, and meetings are strategically planned to maximize productivity.
• Research and supporting materials are prepared in advance to enable informed decisions.
• Communications are prioritized appropriately while maintaining confidentiality.
• Executive calendars are reviewed weekly to align priorities and optimize schedules.
• Project updates, action items, and follow-ups are maintained with accurate status reporting.
• Website, email, and assigned inquiries receive timely responses.
• Regular planning sessions with executive leadership ensure alignment on priorities and objectives.

COMPETENCIES

• Exceptional organization, time management, and prioritization skills.
• Ability to thrive in a fast-paced, high-growth environment.
• Strong project management and coordination abilities.
• Sound judgment, discretion, and professionalism with confidential information.
• Proactive problem-solving with the ability to anticipate executive needs.
• Ability to influence, coordinate, and drive accountability across teams.
• Experience developing organizational systems, workflows, and process improvements.
• Strong technology aptitude with the ability to quickly learn new software.
• Excellent written and verbal communication skills.
• Proficiency in executive administration, calendar management, travel coordination, meeting planning, and executive support.
• Positive, service-oriented attitude with exceptional interpersonal skills.

EDUCATION & EXPERIENCE

• Minimum two years of experience supporting C-level executives or senior leadership.
• Experience managing complex calendars, travel, executive communications, meetings, and cross-functional projects.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• High level of confidentiality, professionalism, and customer service.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint), SharePoint, and other cloud collaboration tools.
• Knowledge of office administration, records management, and business operations.
• Valid driver's license and reliable transportation for occasional business errands.
• Experience in the technology, managed services, or professional services industry preferred.

BENEFITS

FIT Solutions offers a comprehensive benefits package including:

• Health, Dental, and Vision Insurance (up to 99% employer-paid employee premiums)
• PPO, HDHP, HMO, and ACO plan options
• Multiple insurance carriers
• FSA, HSA, and supplemental insurance options
• Employer-paid Life Insurance and AD&D
• Paid holidays, PTO, and sick leave
• Flexible hybrid work environment
• 401(k) retirement plan
• Professional training and development opportunities

EEO STATEMENT

FIT Solutions is an Equal Opportunity Employer committed to providing a workplace free from discrimination and harassment. Employment decisions are based on business needs, qualifications, and merit, without regard to any status protected by applicable federal, state, or local law.