Executive Assistant to Chief Executive Officer

Title of Position: Executive Assistant to the CEO

Type of Position: Part time with opportunity to move to full-time

Company: AC, an entrepreneurial development company & client of G&Co.

Location: Orange County, CA

Salary: DOE

Eligible Candidates: High School w/ 10 yrs; Assoc. 8 yrs; or Bachelors 6 yrs of related experience

Experience Pref./Req.: 8 years

Job function: support company CEO

Contact: see instructions below

As a service to its client, G&Co. is seeking an experienced Executive Assistant for an entrepreneurial CEO leading a growing masterplan development company, AC. The executive office is looking for someone who can handle all day-to-day administrative matters, scheduling, travel and office support. In this position, standard administrative duties will be supplemented with occasional involvement in special projects and assisting with personal time management. This is an extraordinary opportunity for someone with exceptionally strong executive support skills to advance their career with an innovative, entrepreneurial team who is growing the company beyond Southern California.

Duties and Responsibilities:

• Handle a wide range of administrative and executive support related tasks, including communication (electronic, voice & written) management and calendaring
• Heavy calendar management, requiring interaction with both internal and external professionals, including the Company’s Project Manager, assistants, entrepreneurs and others to coordinate a variety of complex appointments while always keeping business priorities in mind
• Professional interaction with staff at all levels in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, resourceful, efficient and professional
• Proactively identify solutions to ensure Company’s clients expectations are exceeded
• Ability to professionally interact with high-profile individuals, clients and prospective clients, who also expect complete discretion
• Organize, maintain, and update MIS applications, such as Microsoft Outlook, Teams and Planner
• Schedule calls and appointments with partners and third-party vendors or consultants
• Research, plan and schedule travel arrangements, including expense management covering reimbursables
• Coordinate A/P and light bookkeeping efforts with the accountant (in QuickBooks)
• Handle correspondence and information between banking, accounting and vendors
• General office organization – supplies, filing, etc.
• Flexibility to periodically assist with personal time management and outside of traditional business hours or weekends
• Support the founder/CEO and coordinate with the Company’s Project Manager in a variety of special projects and ongoing needs

Qualifications of the ideal candidate should include:

• Proficient with modern office technology – workstation (PC & Mac), telephone, fax, copier, printer, etc.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); Adobe Acrobat, Photoshop and Illustrator a plus
• Experience with Microsoft 365 for Business platform – i.e. Teams, Planner/Project, Copilot, Loop and To Do
• Excellent word processing, email drafting, calendaring, data and file management skills
• Courteous, polished and professional telephone manner a must
• Experience filling all relevant documentation and managing the paper flow for a real estate development firm
• Ability to react in a dynamic environment with sporadic last-minute changes
• Experience with planning and scheduling domestic and international travel arrangements
• High School diploma with at least 10 years of related experience for an executive entrepreneur; Associate's Degree with 8 years of related experience; or Bachelor’s Degree with 6 year of related experience; all with excellent grades and coursework in business studies, marketing and communications, preferred
• Clean driving record is required, and a passion for exceptional automobiles is a plus

Characteristics of the ideal candidate should include:

• Proven track record of supporting a busy executive with efficient and accurate organizational skills
• Creative analytical thinker; outgoing problem-solver with the ability to drive assignments or tasks to completion
• Personal integrity, trustworthiness and credibility, especially when working with high-profile clients who require confidentiality
• Ability to work independently in an entrepreneurial environment, yet be an ultimate team player
• Strong research skills and quick learner
• Proactive self-starter with the ability to make strong, calculated decisions
• Ability to exercise good judgment, balance multiple priorities and anticipate in a fast-moving environment (see around corners)
• Ability to prioritize and meet tight deadlines while demonstrating poise, resourcefulness and the highest level of professionalism
• Reliable and punctual
• Outstanding attention to detail
• Highly intuitive and empathetic; naturally attentive to others
• Self-confident and interpersonally secure; comfort with both taking direction or criticism while asking for clarity and assistance when needed
• Excellent time and calendar management discipline with the ability to multi-task
• Strong verbal, written and interpersonal communication skills within a team and outward to/with clients
• Flexibility and enjoying a challenge are critical to success – competitive in nature and demands exceptional results
• High energy and cheerful, professional disposition with great people skills is important, plus good sense of humor

Compensation:

This position is ~1/3 time with the desire to move the proper candidate into an increasingly part- and eventual full-time position. Compensation is commensurate with experience.  The position is located in Orange County, CA.

Contact:

To apply, please submit a message with “AC Executive Assistant” in the subject line. The following documents much be submitted to be considered:

1.     a cover letter, outlining both the interest and suitability for the position,

2.     CV, including specific dates and results/successes for each professional role and education program,

3.     two (2) writing samples, and

4.     salary history.

Client Company Information:

AC is a masterplan development company based in south Orange County. AC is developing a large-scale platform in Southern California focused on experiential marketing of automobiles and the experiential hospitality surrounding high-performance motorsport. More information shall be shared if selected for an interview.