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Executive Assistant to CEO
Job
Ben's Asphalt
Santa Ana, CA (In Person)
$80,000 Salary, Full-Time
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Job Description
Full Job Description Ben's Asphalt is seeking a highly organized, detail-oriented, and business-minded Executive Assistant to the CEO to provide high-level administrative and operational support. This role works closely with the CEO in a one-on-one capacity, supporting both professional and select personal matters in a fast-paced, entrepreneurial environment. The ideal candidate is proactive, highly organized, and capable of managing multiple priorities while maintaining strict confidentiality. This individual should be comfortable reviewing contracts and business documents, supporting negotiations, and assisting with executive-level decision-making. Responsibilities Actively manage the CEO's calendar, schedule meetings, and proactively resolve conflicts Coordinate all communication to and from the CEO, including drafting, reviewing, and editing documents Screen calls, emails, and correspondence; respond or route as appropriate Coordinate meetings, including conference calls, Teams meetings, and executive leadership discussions Attend meetings as needed and accurately capture notes and action items Review contracts, agreements, and business documents for accuracy and key terms Assist with negotiations by organizing materials, tracking details, and preparing summaries Prepare presentations, reports, organizational charts, and other materials (Excel, PowerPoint, Word) Track key projects, deadlines, and follow-ups across departments Support special projects across operations, HR, finance, and business initiatives Manage CEO's corporate and personal administrative needs, including expenses, credit card reconciliations, and bill payments Coordinate complex domestic and international travel (business and personal) Maintain organized files for correspondence, records, reports, and confidential matters Receive, review, and organize incoming mail and communications Act as a liaison between the CEO, internal teams, and external partners Maintain strict confidentiality of sensitive information Perform additional administrative and operational duties as assigned Qualifications 5+ years of experience as an Executive Assistant, Senior Executive Assistant, or similar role supporting senior leadership Strong attention to detail and organizational skills Experience reviewing contracts or business documents preferred Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) Strong written and verbal communication skills Ability to multitask, prioritize, and meet deadlines in a fast-paced environment High level of discretion, professionalism, and sound judgment Strong problem-solving skills and ability to think independently Highly detail-oriented with strong follow-through Proactive and solutions-driven mindset Ability to anticipate needs and take initiative Strong interpersonal and communication skills Comfortable handling both business and personal executive matters Ability to operate with urgency and professionalism Preferred Experience Background in construction, operations, or project-based environments Exposure to accounting, HR, or business operations Strong business acumen and ability to support executive-level decision-making