Executive Assistant to the CEO

Executive Assistant to the CEO Intellectyx Pasadena, CA Job Details Full-time $45,000.00 - $61,266.83 a year 1 hour ago Benefits Health insurance Dental insurance Paid time off Vision insurance Qualifications Microsoft Excel Microsoft Outlook Spreadsheets Executive administrative support Typing Clerical experience Office management Microsoft Outlook Calendar Full Job Description Job Summary We are seeking a dynamic and highly organized Executive Assistant to support our CEO in driving the company's strategic initiatives and ensuring smooth daily operations. This energetic role requires a proactive professional who excels in managing complex schedules, coordinating projects, and providing exceptional administrative support. The ideal candidate will be a master of multitasking, possess excellent communication skills, and demonstrate a keen eye for detail. Join us to be a vital part of our leadership team, enabling us to achieve our ambitious goals with efficiency and enthusiasm. Duties Manage and maintain the CEO's calendar, scheduling meetings, appointments, and travel arrangements with precision using tools like Microsoft Outlook Calendar and Google Workspace. Provide comprehensive executive administrative support, including drafting correspondence, proofreading documents, and transcribing meetings to ensure clarity and professionalism. Coordinate and organize company events, meetings, and conferences from planning stages through execution, ensuring all logistics are handled seamlessly. Handle phone etiquette with professionalism on multi-line phone systems, screening calls, taking messages, and directing inquiries appropriately. Oversee office management duties such as filing, data entry, bookkeeping using QuickBooks, and maintaining organized records to support daily operations. Assist with project coordination by tracking deadlines, preparing reports, and collaborating across departments to meet organizational objectives. Support personal assistant responsibilities for the CEO as needed, including personal scheduling and errands to facilitate work-life balance. Utilize office software like Microsoft Office Suite (Word, Excel, PowerPoint) for creating reports, presentations, and documentation. Conduct office tasks such as front desk management, customer service interactions, and handling incoming correspondence with professionalism. Use tools like DocuSign for document signing processes and ensure all confidential information is managed securely. Qualifications Proven experience in executive administrative support or office management roles with a strong background in clerical duties. Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment. Demonstrated proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace applications, and data entry systems. Strong typing skills coupled with transcription experience for accurate documentation of meetings and communications. Familiarity with bookkeeping software such as QuickBooks and basic bookkeeping principles. Exceptional communication skills with polished phone etiquette and customer service orientation. Experience coordinating events or projects from inception to completion is highly desirable. Ability to handle multiple responsibilities simultaneously while maintaining attention to detail. Knowledge of multi-line phone systems, Microsoft Outlook Calendar management, and office technology tools like DocuSign is preferred. Join us as an Executive Assistant to the CEO — where your organizational talent fuels our success! This paid position offers an exciting opportunity to develop your skills within a vibrant professional environment dedicated to excellence and innovation.

Job Type:

Full-time Pay:

$45,000.00 - $61,266.83 per year

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person