Position Summary:

Executive Assistant will report directly to the Chief of Staff and help manage day-to-day operations, ensuring smooth workflow and assisting in decision-making processes. 

Essential Duties and Responsibilities:

• Manage the Chief of Staff’s schedules, communications, project management, perform administrative tasks. 
• Act as a liaison between the executive, other employees, and vendors to help build and maintain strong relationships. Building and maintaining relationships with key contacts, both professional and personal.
• Assist the in problem-solving, decision-making, and prioritizing tasks.
• Attend meetings, take notes, and distill down the key takeaways, action items, and follow-ups.
• Handle incoming and outgoing communication, including placing phone calls, drafting emails, managing the email inbox, and other inquiries.
• Conduct research, gather and analyze data, prepare reports or presentations, and provide recommendations or alternative solutions to help inform decision-making and strategic planning.
• Provide general administrative support, such as managing expenses, minor accounting duties, processing invoices, ordering office supplies, and handling any other administrative tasks as required.
• Scan, organize, and maintain electronic documents, files, and records, ensuring information is accurate, up-to-date, and easily accessible.
• Manage the professional and personal calendar, including scheduling, rescheduling, and prioritizing appointments and meetings.
• Schedule meetings, sending out virtual meeting login information as needed.
• Find ways to surprise and delight employees by ordering gifts, cards, flowers, etc., to show appreciation.
• Research and order company-branded swag for employees.
• Arrange and coordinate employee retreats and social events, prepare agendas, coordinate attendees, book venues and catering, and provide necessary materials or equipment.
• Make professional and personal travel arrangements for staff, including booking flights, accommodations, transportation, and managing travel itineraries.
• Ensuring all necessary travel documents are in order and necessary arrangements are made.
• Maintain confidentiality and discretion in handling professional and personal sensitive information, documents, and discussions within and outside the organization.
• Provide support in managing and completing both business and personal errands and tasks.
• Assist in organizing and maintaining cleanliness in both office and personal spaces.

Requirements

• 5+ years of experience in a high-level Executive Assistant role
• Proficient in Microsoft Office Suite and Google Suite applications
• Experience in Project Management
• Exceptional ability to execute reliably, solve problems proactively, pay close attention to details, and prioritize time and tasks
• Strong organizational and multitasking skills
• Ability to learn and adapt to new software and technologies
• Experience with Slack, Google Drive, and DropBox a plus
• Excellent English verbal, written, and interpersonal communication skills
• Maintain high discretion and confidentiality regarding personal, financial, and sensitive information
• Ability to work independently and proactively in a fast-paced, dynamic, and remote work environment
• Outstanding attention to detail, especially regarding managing calendars and written communication
• Resilience to navigate competing priorities and constant change

Working Environment / Conditions 

• Must be able to work in a fast-paced environment
• Ability to maintain a composed and professional demeanor under pressure
• Ability to react and adapt to change

 Physical Requirements

• Sit, stand, lift up to 50lbs 

This is a full-time/hourly position based in the Santa Barbara area. Candidates must be local to the Santa Barbara Area

 PLEASE SEND ALL RESUMES TO YESENIA@JOAHBROWN.COM