What are the responsibilities and job description for the Executive Assistant to the CEO position at OSEA Malibu?
About The Role
Join our fast-growing beauty brand and become a fundamental member of our expanding team. We are looking for a savvy, passionate Executive Assistant who is excited about organization, leadership support, sustainability, and beauty! The ideal candidate is a proactive multitasker who thrives in a fast-paced environment and demonstrates exceptional attention to detail. Our mission is to create effective, results-driven skincare that is safe for the planet and humankind.
Responsibilities:
Requirements
The anticipated salary range for this position is $80,000-$100,000 per year. The actual salary offer will carefully consider a few factors, including your skills, qualifications, experience, and location. Not all candidates will be eligible for the upper end of the salary range.
Benefits
What We Offer
Join our fast-growing beauty brand and become a fundamental member of our expanding team. We are looking for a savvy, passionate Executive Assistant who is excited about organization, leadership support, sustainability, and beauty! The ideal candidate is a proactive multitasker who thrives in a fast-paced environment and demonstrates exceptional attention to detail. Our mission is to create effective, results-driven skincare that is safe for the planet and humankind.
Responsibilities:
- Calendar Management: Efficiently manage the CEO and Executive Team's complex and ever-changing calendars, including scheduling meetings, appointments, and travel arrangements. Prioritize conflicting commitments and ensure that their time is optimized
- Travel Coordination: Plan and coordinate domestic and international travel itineraries for the CEO, including flights, accommodations, transportation, visas, and other logistical arrangements. Anticipate and address potential issues or challenges that may arise during travel, ensuring a smooth experience for the OSEA Executive Team
- Personal Tasks: Handle a wide range of daily responsibilities such as online orders, grocery shopping, appointment scheduling, transportation, and reminders, as well as larger personal initiatives such as event planning, household organization, and special projects requiring independent research, vendor management, and execution
- Meeting Support: Prepare meeting materials, including agendas, presentations, and reports. Take accurate and detailed minutes during meetings and distribute them promptly. Coordinate meeting logistics, such as room setup, catering, and audio-visual equipment
- Communication and Correspondence: Manage incoming and outgoing communications, including emails, phone calls, and written correspondence. Draft, proofread, and edit documents, presentations, and reports on behalf of the OSEA Executive Team.
- Event Coordination: Assist in organizing and coordinating company events. Provide logistical support for both internal and external events, including venue selection, vendor management, fee negotiation and attendee coordination
- Cross-Functional Support: Provide adaptable, proactive support to bridge departments and advance shared organizational goals. Collaborate with Finance on expense reports, invoices, and financial documentation, and continue to find ways to improve efficiency throughout the business
- Contract Process Management: Collaborate cross-functionally with internal teams to review, track, and facilitate contract approvals and signatures on behalf of the CEO. Ensure all agreements are properly vetted, documented, and executed in a timely manner, maintaining alignment with company policies and priorities. Act as a liaison between departments to streamline communication and uphold the integrity of the CEO's approvals process
- Miscellaneous Tasks: Perform a variety of administrative duties and ad-hoc projects, ensuring accuracy, timeliness, and reliability. Support the OSEA Executive Team in daily operations, such as conducting research, compiling data, filing and organizing documents, and overseeing product send-outs.
Requirements
- 5 years of experience as an executive assistant or in a similar role, preferably supporting C-level executives.
- Exceptional attention to detail, with a keen eye for accuracy and thoroughness
- Strong problem-solving skills and the ability to remain composed under pressure
- Advanced organizational and time management skills, with the ability to multitask and prioritize effectively
- Excellent written and verbal communication skills, with a professional and polished demeanor
- Advanced proficiency in G-Suite, Slack, Zoom, iPhones and MacBooks
- Discretion and the ability to handle confidential information with integrity
- Flexibility to work evenings and occasional weekends when necessary
- Proactive and resourceful mindset, with the ability to anticipate the needs of the OSEA Executive Team and take initiative
- Ability to travel as needed.
- Must reside in the United States to be considered for this position
- Please note that visa sponsorship is not available for this position.
- Excellent communication and interpersonal skills (oral, written, non-verbal, intuitive, psychic et al)
The anticipated salary range for this position is $80,000-$100,000 per year. The actual salary offer will carefully consider a few factors, including your skills, qualifications, experience, and location. Not all candidates will be eligible for the upper end of the salary range.
Benefits
What We Offer
- Medical, dental, and vision
- Flexible Spending Account (FSA)
- Quarterly wellness and technology stipend
- 401(k) match (up to 4%)
- New hire work from home stipend
- Up to 3 months of parental leave for eligible team members
- Flexible PTO
- Paid company holidays
- 4 days to volunteer per year
Salary : $80,000 - $100,000