Executive Assistant to California-based CEO - Priority VA

Executive Assistant to Sustainability CEO

Our client is the CEO of two companies that are making an impact for generations to come, working to achieve sustainability for their clients and leading the charge to fight climate change. As a thought leader and driven executive, this Environmental Engineer has spent nearly three decades working to save the Earth.

Currently, this innovator is balancing multiple, complex calendars and the competing priorities of growing companies, all while ensuring their clients receive superior service. By providing expert guidance and rapid response, this CEO handles it all. Their leadership and vision have made their companies a force for good in the world and a shining example of what is possible when we work together to create a more sustainable future.

Having an experienced Executive Assistant in place to provide a range of support will allow this leader to pull back from the administrative world and focus on innovation, engineering, and the overall success of their companies.

Why is this position important?

By establishing order, organization, and structure, you will allow the leader to act freely to create and to connect; the clients will benefit from a calm and present leader, and their personal and professional will flow seamlessly.

What does success look like?

You are a confident self-starter with good communication skills, who can take the lead in your role, thriving on creating organization and process to allow the leader’s creativity to shine, yet also flexible and able to pivot quickly. Also, you know that the code word is Hermosa. Your key role will enable the leader to focus on objectives, ideate, and not sweat the small stuff. 

Executive Assistants with previous experience working with government contracts, legal documentation, and RFPs are highly encouraged to apply.

Essential Duties and Responsibilities:

• Email management- designate and implement a flagging system
• Calendar management- incorporate task blocking, add in buffers, and ensure the leader’s time is used appropriately
• Drive to and attend local meetings-assist with presentations, follow-up, note-taking, and preparation of meeting summaries
• Presentation preparation-including research and design
• Social media management – prepare and submit posts
• Invoicing-ensure timely billing and payment
• SOP documentation- assist with the creation and updates of existing SOPs
• Organization- physical and digital filing, ongoing implementation of best practices
• Document management-drafting, editing, and proofing a variety of documents, including contracts, proposals, reports, invoices, and correspondence
• Personal assistance – assist with personal calendaring, errands, and planning

Here are the top items you worked on as an Executive Assistant:

1. You are extremely detail-oriented. You must be able to define terms with exactness, determine appropriateness, and provide historical evidence for deliverables to your leader.
2. Establishing accountability and providing clear direction to the leader
3. Creating and implementing systems to establish a structure (Email, Calendar, and document organization systems)
4. Time management for your leader, yourself, and projects
5. Traveling: You have domestic and international traveling experience. You have traveled consistently with your leaders previously. 
   1. You will need to drive this leader to and from meetings.
   2. You will need to travel internationally - passport is required
6. SOP development and documentation
7. Working with government contracts, legal documentation, and RFPs

Tech Stack:

• Mac-based - laptop can be provided
• Google Workspace (Required)
• MS Office (Required)
• Notion (Required)
• TSheets
• Expensify
• Loom
• Canva
• Miro
• ClickUp
• Dropbox
• Zoom
• Spark

Compensation Details:

• $70,000- $80,000
• PTO
• Health Coverage
• Parental Leave
• 401K

This position requires at least 4 years (preferably 7 years) of Executive Assistant experience and a 4-year college degree. 

LOCATION SPECIFICS.  
This position is based in Hermosa Beach, CA 90254. You must be local to that area.

The hiring process for this role will consist of a series of questionnaires, interviews, and assessments. We are excited to connect!

Priority VA actively celebrates applicants’ different abilities, sexual orientation, ethnicity, faith, and gender. Everyone is welcome and supported in their development at all stages on their journey with us. At Priority VA we are dedicated to learning about each human as an individual, and building a diverse, inclusive, and positive workplace. We strive to create human connections between our clients and the most qualified candidates. So if you’ve felt unseen or ignored in your career search previously don't worry, we're excited to meet you!