Executive Assistant, Health and Wellness (Supplements) - Los Angeles

The Executive Assistant will report directly to the Chief of Staff and help manage the day-to-day operations, ensuring smooth workflow and assisting in decision-making processes. You will manage the Chief of Staff's schedules, communications, project management, perform various administrative tasks that will help them accomplish their job and assist C-Suite executives as needed.

Executive Assistant Responsibilities

• 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.
• Enter and manage tasks in Asana.
• 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 Zoom 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.

• Schedule meetings for trade shows and conferences.
• Arrange and coordinate employee retreats and social events, prepare agendas, coordinate attendees, book venues and catering, and provide necessary materials or equipment.
• Assist with planning and organizing professional or personal events, including coordinating guest lists, managing invitations, securing venues, arranging decorations, and overseeing logistics.

• 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. 

Requirements

• Bachelor's degree in business administration, marketing, or a related field preferred
• 7+ 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, Asana, 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

Benefits

What do you get for being so cool and joining our team?

• Competitive Salary $115,000 - $150,000/yr (based on experience).

• Remote work in California.
• PTO - Start with 10 days of paid time off per year, increasing incrementally to 20 days after 5 years.
• Health and Wellness - Benefit from an additional 5 days per year dedicated to your health and wellness.
• Enjoy 10 paid company holidays each year.
• Celebrate your birthday with a bonus paid day off – because you're awesome!
• Receive a $100 monthly stipend to help cover your home office expenses.
• 100% Company paid Medical, Dental, and Vision Insurance.
• 100% Company paid Life Insurance and Short-Term Disability Coverage.
• Paid Maternity / Paternity leave.
• Employer matching 401K participation.
• We match your charitable contributions up to $2,500/yr.
• Free employee product samples and discounts.
• Fun company social gatherings.