Hybrid Executive Assistant Office Manager - C-Suite Assistants : Job Details

A family owned agricultural business with a range of prominent brands is looking for an Executive Assistant/Office Manager for its Santa Monica office. The EA will support 3-4 C-level executives; Chief Revenue Officer (also an Owner), Chief Administrative Officer, Chief Financial Officer and the Senior Vice President of Operations. The firm has recently acquired an additional company and has 10 employees in the Santa Monica office and a total of 150 employees. The role reports to the Director of Human Resources and is in office 4 days and Fridays are work from home.

About the Job:

Assist executive team in meeting coordination, travel, managing calendars and emails

Track project deadlines and deliverables: follow-up with team members

Communicate with stakeholders to provide updates, clarify expectations, and task tracking and escalating concerns as needed

Coordinate cross-departmental collaboration

Create PowerPoint presentations for executive presentations

Administer regulatory licenses, permits and fees including local business licenses, corporate registrations, regulatory agency renewals, etc. Includes tracking due dates, completion of forms and paperwork, gathering signatures and filing

Assist with maintaining the electronic filing system

Screen incoming phone calls delivering detailed, timely messages to the appropriate parties

Manage group meeting calendars and schedule group meetings

Attend meetings and take notes

Manage sensitive and confidential communications with discretion

Office manager duties:

Oversee office operations

Order supplies and snacks, greet visitors (very few visitors

Coordinate office issues, repairs, and requests

Ensure office space is well kept: coordinate with cleaning crew

Assist the Head of HR with managing the office budget, including expenses and coordinating invoice review and payment

Ad hoc projects as needed

Limited off-hour availability via text

About You:

Minimum of 5 years of experience in a related support position

BA/BS from a college or university (degree in Business Administration a plus)

Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)

Dynamic and proactive comfortable in a fast-paced environment.

Polished, professional demeanor

Proactive go-getter; no task is too big or too small

Outstanding communication skills

Salary, Benefits (medical, dental & vision-basic plan paid 100% by company) Paid Vacation, 401k

Hours: 8:30 AM-5:00 PM