Executive Assistant to the President

October 25, 2024

POSITION TITLE: EXECUTIVE ASSISTANT TO THE PRESIDENT

COMPANY: Private until the interview

REQUIREMENTS

A CAREER EXECUTIVE ASSISTANT with at least eight (8) years of professional experience including four (4) years with a CEO/President/Director/Founder.
Well-versed in Microsoft Office, PCs, and Mac computers.
Knowledge or experience working with Entrepreneurial Operating System (EOS).
In-office with no option for remote or hybrid work. (San Diego, CA, 92110)

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ABOUT THE COMPANY

The company is a well-established ecological consulting firm that works with both public and private clients to help improve the ecological and economic value of various sites. We specialize in transforming underutilized, contaminated, or degraded areas into more productive, environmentally sound spaces. Our team thrives on collaboration, encouraging creativity and growth, and we take pride in developing innovative solutions that make a real difference.

As part of this dynamic team, you’ll work closely with the company president, supporting them in their day-to-day operations and ensuring that everything runs smoothly.

POSITION SUMMARY

This Executive Assistant will provide exceptional support to the President, responsible for high-level logistical coordination, strategic calendaring, and standard administrative duties. This job will be demanding, dynamic, and rewarding.

The goal is to remove day-to-day logistical obstacles from the President, allowing him to stay productive, on-task, and focused on business development and impact. His #1 asset is his time, and this position requires a natural protector and gatekeeper who creates win-win experiences for the President and all parties involved.

You must be a seasoned professional with a proven work ethic and a “can do” attitude. You will be working for an EAST COAST ENTREPRENEUR and must understand the additional level of passion, commitment, and protectiveness it brings.

WHO IS THE PRESIDENT?

Values: loyalty, honesty, accountability, family, and personal and professional growth.
Most successful working with people who don’t need to be managed.
Endless drive and determination that is purposeful and directed.
Constantly moving and juggling multiple priorities.
Direct, expressive, decisive, and confident New Yorker. Knows what he wants.Perfectionist.
High expectations and a high sense of urgency. Quality and accuracy are incredibly important.
Productive, ambitious, and solution-oriented. Wants tangible and measurable results.
Over-booker, over-committer, and usually late. Highly responsible but can unintentionally lack reliability at times.

WHO ARE YOU?

A “mind reader” who is driven to anticipate others’ needs.Resourceful and organized.
A problem-solver and trouble-shooter with a high level of discernment.
A self-motivated perfectionist with an internal motivation to deliver impeccable work consistently. Responsible, dependable, thorough, and disciplined.
Critical thinker, intelligent, with high emotional intelligence and high common sense.
Fast learner. Intuitive. Computer literate with the ability to learn new software applications.
Confident and strong in your voice, your work, and yourself, with or without recognition. Thick-skinned and not easily offended. Drama-free. Mature.
Flexible, creative, and patient in the face of change while maintaining a positive attitude.
Carries own weight and contributes to the organization.Able to work seamlessly with a high-performing team.
Understands luxury, sophistication, and fine dining.
Able to verbalize suggestions or objections with diplomacy and poise. Can give and receive feedback.

KEY RESPONSIBILITIES AND QUALIFICATIONS

PRESIDENT’S BUSINESS DEVELOPMENT AND MANAGEMENT

Constantly look ahead with great foresight and anticipation, taking care of the President’s needs before he is aware of them.
Keep him well informed of upcoming commitments and responsibilities, following up appropriately.
Exhibit high empathy and understanding of the behaviors of a New York Entrepreneur.
Take direction, ask questions, make a plan, and execute flawlessly without constant supervision.
Dominate a vigorous and constantly changing calendar with ease, determination, and adaptability. This is a fluid schedule with conflicting priorities, so you must understand the energy and needs of the President.
Acknowledge and handle a large quantity of emails. Prepare executive responses, free of spelling, grammar, and punctuation errors. Create a strategy for email maintenance.
Answer and respond to phone calls and maintain contacts.
Drive President to/from appointments and the airport.
Research and book conventions and conferences.
Travel planning.
Maintain, stock, and tidy the President’s office, ensuring it’s ready for him upon arrival.
Occasional LinkedIn management.
Photo and file management.
Handle sensitive situations with tact, diplomacy, confidentiality, and good judgment.
BONUS: Press, PR, and media knowledge.

MEETINGS

Coordinate internal and external meetings, including timing, catering, logistics, agenda items, and distribution of materials.
Determine the appropriate allocation for travel time and prepare the President for all meetings.
Do what is possible to ensure his meetings are smooth, concise, and to the point.
When in meetings with or for the President, pay attention, participate, take notes, and assume responsibility for the completion of meeting action items assigned to the President. Proactively seek out the people or information needed to solve meetings’ outstanding items.
Greet visitors and help them feel welcome.

PERSONAL

Drive the President’s children to/from appointments, school, sports, and the airport, as needed.
Run errands and simplify life, as needed.
Combine and track the family calendar with the work calendar.
Assist with birthdays, anniversaries, and holidays, purchasing cards and gifts.
The President’s work life and personal life are one and the same.

SALARY & BENEFITS

$90,000
Medical benefits following 30 days of employment with multiple packages available. Opportunities for vision and dental.
Short-term and long-term disability and a contribution towards life insurance.
Flexible Spending Account and a professional development stipend.
401K contribution after 90 days of employment.
Holidays, sick days, and 12 vacation days.