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executive assistant arlington hq

The People Concern

Role: Executive Assistant
 Reports to: Chief Executive Officer (CEO) and Chief Operating Officer (COO)
 Program: 9001-Management & General
 Department: Admin
 Location: Arlington Administration - 2116 Arlington Ave., Suite 100, Los Angeles, CA 90018
 Setting: 100% Onsite
 Schedule: Monday - Friday, 8:00am - 4:30pm
 Status: Full-time/Non-Exempt/Non-Management
 Benefits: Medical, Vision, Dental, Life Insurance, 403(b) Retirement plan, Employee Assistance Program (EAP), etc.
 Openings: 1
 
Job Description Summary: 
The Executive Assistant is responsible for providing professional administrative support to the Chief Executive Officer (CEO), Chief Administrative Officer (CAO), and Chief Operating Officer (COO), as well as the Board of Directors of The People Concern. The Executive Assistant ensures organized, efficient and professional operations and possesses the necessary skills to work effectively with senior leadership, staff, donors, and Board members.
 
Job Description Essential Duties and Responsibilities: 
<ul>
<li>Provide administrative support to the CEO, including but not limited to answering phones, detailed calendar management, expense report management, mail processing, invitation coordination, and travel coordination.</li>
<li>Coordinate meetings, including scheduling, attendee management, materials preparation, and room set-up for multiple Executive Leadership Team members and Senior staff.</li>
<li>Ensure Executive Conference Room remains straightened, clean, and stocked.</li>
<li>Edit Board of Directors meeting minutes accurately and in a timely manner, send Board meeting reminders and packets and respond to Board members’ requests for information.</li>
<li>Provide administrative support to the CAO and COO as needed, including but not limited to mail processing, phone screening, meeting scheduling, note taking and project management.</li>
<li>Assist with special projects and general office tasks as needed or assigned.</li>
</ul>
Job Description Qualifications: 
<ul>
<li>Bachelor’s degree or equivalent combination of education and experience</li>
<li>Minimum three (3) years’ experience working in Executive Administrative roles</li>
<li>Advanced Microsoft Office suite and Zoom skills.</li>
<li>Demonstrated client service orientation, with a positive attitude; exhibit a calm nature when encountered with customer service matters and client grievances; ability to appropriately represent Executive Management Team members with clear and professional communication</li>
<li>Exhibit a high degree of professionalism, good judgement, tact, and diplomacy; able to maintain strict confidentiality</li>
<li>Able to be precise, thorough, detail oriented, with excellent time management and organizational skills</li>
<li>Reliable and consistent, able to self-start, work independently and achieve high standards to meet multiple deadlines, while also working effectively with others in a team-oriented environment</li>
<li>Excellent communicator, including writing, speaking, editing, proofreading and computer skills, with excellent critical thinking and problem-solving skills.</li>
<li>Strong calendaring, organizational and document management skills</li>
<li>Able to develop and maintain strong relationships with management, staff, donors, Board of Directors and other stakeholders</li>
</ul>
Job Description Preferred Qualifications: 
<ul>
<li>Bilingual Spanish speaking</li>
<li>Minimum typing speed of 30 WPM</li>
</ul>
Job Description Work Environment: 
<ul>
<li>Primarily indoor office environment</li>
<li>Regularly required to sit, stand, bend and occasionally lift or carry up to 15 pounds</li>
<li>May necessitate working in busy and loud environments</li>
<li>May be exposed to elements like cold, heat, dust, noise, and odor</li>
<li>May need to bend, stoop, twist, and sit throughout the day</li>
</ul>
EXPECTED BEHAVIORS OF ALL STAFF
 1. Act as a role model
 2. Demonstrate a sense of responsibility
 3. Continuously learn and improve
 4. Acknowledge your own areas of improvement
 5. Hear and provide honest, specific and direct feedback
 6. Create an environment where everyone is welcomed valued and respected
 7. Collaborate
 
Equal Opportunity Employer
 The People Concern is an equal opportunity employer dedicated to non-discrimination in employment. We select the most qualified individual for the job based on job-related qualifications regardless of race, color, age, sex, religion, national origin, disability, ancestry, marital status, credit history, sexual orientation, arrest and court record, genetic information, veteran status or any other status protected by federal, state or other applicable laws.
 About the People Concern
 The People Concern empowers the most vulnerable among us to rebuild their lives. One of Los Angeles County’s largest social services agencies, The People Concern was formed in 2016 in a merger of two trusted social service organizations based in Los Angeles County, OPCC and Lamp Community. Informed by more than fifty-eight years of work in the community, The People Concern is a leading provider of, and advocate for, evidence-based solutions to the multi-faceted challenges inherent in homelessness and domestic violence.
 
With compassion and profound respect for those we serve, we provide a fully integrated system of care – including outreach, interim housing, mental and medical health care, substance abuse services, domestic violence services, life skills & wellness programs, and permanent supportive housing – tailored to the unique needs of homeless individuals, survivors of domestic violence, challenged youth, and others who have nowhere else to turn.
 
The People Concern’s model of integrated and comprehensive care empowers our participants to navigate the multi-faceted obstacles in their lives, become their best selves, and ultimately, connect with and contribute to their communities.
 Benefits & Perks
 <ul>
<li>Medical Insurance</li>
<li>Vision Insurance</li>
<li>Dental Insurance</li>
<li>Retirement Planning (403b) & Matching</li>
<li>Paid Holidays</li>
<li>Paid Vacation Days</li>
<li>Paid Sick Days</li>
<li>Employee Assistance Plans (EAP)</li>
<li>TELUS Health</li>
<li>Flexible Spending Account (FSA)</li>
<li>Basic Life / Accidental Death & Dismemberment (AD&D)</li>
<li>Voluntary Short- and Long-Term Disability</li>
<li>Voluntary Pet Insurance</li>
<li>Corporate Discounts: Discounts on Hotels, Theme Parks, Concerts, Movies, Restaurants & More</li>
<li>The People Concern University & Certificates</li>
</ul>

Executive Assistant - Arlington HQ

Frank & Eileen

<div>
 
 The Company
 
 
 
 Founded in 2009 by Audrey McLoghlin, Frank &amp; Eileen set out to reinvent the women's button-up using the finest Italian fabrics often reserved for menswear. Named in honor of Audrey's beloved Irish grandparents, the brand has grown slowly and intentionally into a woman-owned, woman-led leader in sustainability and slow fashion. Frank &amp; Eileen achieved B Corp certification in 2020 and continues to hold the highest score for any woman-owned, globally recognized apparel brand in the United States. After seventeen years of steady growth through wholesale partnerships and direct-to-consumer e-commerce, Frank &amp; Eileen recently opened its first US flagship store&mdash;an Irish country house on Madison Avenue, NYC. This new chapter continues the brand's legacy of using entrepreneurship as a force for good while delivering generationless style to its beloved community of customers&mdash;all from our HQ in sunny California.
 
 
 
 
 The Role
 
 
 
 
 Frank &amp; Eileen is seeking an Assistant to the Head of Product to join our production team. This position will assist in tracking and communicating the production process starting from design through post-production. The Assistant must be genuinely excited about learning about the product, be highly organized, able to assist in creating new processes, and communicate with all levels of staff and vendors. This is a hands-on, physical role. Expect to move boxes, assist with the sample room, coordinate shipments, assist with fittings, and handle whatever the team needs day to day.
 
 
 The ideal candidate is organized, dependable, wants to grow with the best possible foundation for a career in product development. The role is fully in-office and is based in Frank &amp; Eileen&rsquo;s Los Angeles, CA offices. This role will report to the Head of Production.
 
 
 
 Responsibilities
 
 
 
 <ul>
 <li>
 Receive, log, and track development samples
 </li>
 <li>
 Organize seasonal sample racks and maintain sample inventory
 </li>
 <li>
 Prepare garments for fittings and internal reviews
 </li>
 <li>
 Take detailed fit notes and upload photos to PLM
 </li>
 <li>
 Update fit comment sheets and track revisions
 </li>
 <li>
 Coordinate shipping of samples to vendors, PR, suppliers, factories, and cross-functional teams (including packing, labeling, and drop-offs/pick-ups as needed)
 </li>
 <li>
 Maintain seasonal development trackers (Excel &amp; PLM)
 </li>
 <li>
 Monitor sample due dates and approval milestones
 </li>
 <li>
 Follow up with vendors on outstanding submissions
 </li>
 <li>
 Flag delays or risks to senior Product Development team
 </li>
 <li>
 Send follow-up emails regarding samples, lab dips, and trims
 </li>
 <li>
 Confirm shipping timelines and tracking information
 </li>
 <li>
 Support senior team with vendor coordination
 </li>
 <li>
 Cleaning and Organizing office on a daily basis
 </li>
 <li>
 Tagging , Sorting and Labeling of materials and goods in office
 </li>
 <li>
 Moving and processing samples and boxes throughout the day, as needed
 </li>
 <li>
 Completing ad hoc projects as directed by the team
 
 
 </li>
 </ul>
 
 Who You Are
 
 
 
 <ul>
 <li>
 Must have interest in apparel product development
 </li>
 <li>
 Internship or coursework in fashion, merchandising, or related field or hands-on industry experience (internship, production assistant, etc.) preferred
 </li>
 <li>
 Strong proficiency in Excel required
 </li>
 <li>
 Must be highly organized with strong attention to detail
 </li>
 <li>
 Excellent written and verbal communication skills
 </li>
 <li>
 Ability to manage multiple changing deadlines in a fast-paced environment
 </li>
 <li>
 Familiarity with PLM systems a plus
 </li>
 <li>
 Basic understanding of tech packs and garment construction preferred
 </li>
 <li>
 Proactive and solutions-oriented
 </li>
 <li>
 Process-driven and organized
 </li>
 <li>
 Calm under pressure
 </li>
 <li>
 Strong follow-through and accountability
 </li>
 <li>
 Takes pride in doing detailed work, even when it&rsquo;s repetitive
 </li>
 <li>
 Comfortable being delegated to from multiple stakeholders across the production and design team
 </li>
 <li>
 Eager to learn and grow within product development
 
 
 </li>
 </ul>
 
 Physical Requirements
 
 
 
 <ul>
 <li>
 Ability to stand and walk for extended periods
 </li>
 <li>
 Ability to lift and carry up to 25-30 lbs regularly; occasionally up to 40-50 lbs
 </li>
 <li>
 Ability to push/pull clothing racks and carts
 </li>
 <li>
 Ability to reach overhead, bend, squat, kneel, and crouch frequently
 </li>
 <li>
 Manual dexterity for detailed work
 </li>
 <li>
 Ability to distinguish colors, fabrics, and textures accurately
 </li>
 <li>
 Ability to work in varying environments and flexible hours
 </li>
 <li>
 This role currently reports to our HQ in downtown Los Angeles and will transition to our new campus in Playa Vista, opening in January 2027
 
 
 </li>
 </ul>
 
 
 Growth Opportunity
 
 
 
 
 For the right person, this role is a real foundation. You will touch product every day and develop a ground-up understanding of how a fashion brand builds, samples, and produces its collection. Over time, strong performers can grow toward Product Developer or Associate Product Manager roles.
 
 
 
 Compensation
 
 
 
 Hourly range of $20-$25, based on experience
 
 
 
 
 This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the contractor. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.
 
 
 
 
 <ul>
 <li>
 Frank &amp; Eileen is an equal opportunity employer, celebrating diversity and creating an inclusive environment for our employees and customers. We are committed to comply with all Federal, State and local laws providing EEO and all other employment laws and regulations.
 
 
 </li>
 </ul>
 
 The Pay Range For This Role Is
 
 
 
 20 - 25 USD per hour (Frank &amp; Eileen HQ)
</div>

Product Office Assistant (Entry-Level)

studs

<div><div>Studs is a category-defining ear piercing and earring brand named one of &quot;the 10 most innovative companies in retail for 2023&quot; by Fast Company. Studs connects ear piercing with aftercare and earring shopping to create an end-to-end Earscaping&reg; experience. We offer a better retail and digital experience that prioritizes safety and expertise in a cool, fun and welcoming environment, along with a wide earring assortment&mdash;all at an accessible price point.</div>
The Regional Manager, Mid-Atlantic &amp; Southeast oversees Studs studios across Nashville, Atlanta, Charleston, Miami, Tampa, New Orleans, Northern Virginia, and Washington D.C.&mdash;a geographically broad, high-growth region that spans both established and emerging Studs markets. Reporting directly to the CEO, this leader drives financial performance, operational consistency, and team development across 8+ studios while playing a critical field partnership role as Studs continues expanding its national footprint.

This role requires a highly autonomous operator capable of managing a dispersed portfolio&mdash;balancing market-specific nuance with a consistent Studs experience&mdash;and serves as the connective tissue between studio-level execution and HQ strategy.

Salary Range: $125,000&ndash;$155,000, plus equity

Key Responsibilities:
<ul>
<li>Operational Leadership
<ul>
<li>Own revenue, labor efficiency, and KPI performance across all Mid-Atlantic and Southeast studios, driving accountability to targets at the studio and regional level.</li>
<li>Ensure consistent adherence to Studs brand standards across staffing, scheduling, visual presentation, and guest experience in a geographically dispersed portfolio.</li>
<li>Analyze studio-level results to identify performance gaps, develop corrective action plans, and prioritize resource allocation across markets.</li>
<li>Partner cross-functionally on new studio openings, local operational initiatives, and regional rollout of HQ-led programs.</li>
</ul>
</li><li>People Leadership &amp; Development
<ul>
<li>Manage, coach, and develop Studio Managers across the region to deliver strong team performance, engagement, and retention.</li>
<li>Build leadership bench strength across markets; identify and develop internal talent for future growth roles as the region expands.</li>
<li>Partner with People, Retail Training, and Piercing Education teams to ensure onboarding, development, and performance management programs land effectively across a distributed team.</li>
<li>Model and reinforce a culture of accountability, inclusion, and feedback consistent with Studs values and leadership expectations.</li>
</ul>
</li><li>Strategic Partnership &amp; Growth
<ul>
<li>Serve as the field voice for the Mid-Atlantic and Southeast in HQ-level planning, providing grounded operational perspective across a diverse market portfolio.</li>
<li>Collaborate with Finance and Retail Ops on labor planning, headcount alignment, and P&amp;L management across 8+ studios.</li>
<li>Support new studio openings across the region, providing pre-open field leadership, talent readiness, and post-open stabilization.</li>
<li>Lead regional business reviews, talent calibration, and communication cascades across a geographically distributed team.</li>
</ul>
</li></ul>Requirements:
<ul>
<li>7+ years of multi-unit retail leadership experience, ideally in service-driven or experiential environments (e.g., beauty, hospitality, or specialty retail).</li>
<li>Demonstrated success managing P&amp;L, labor %, and revenue growth across geographically dispersed markets.</li>
<li>Strong track record in leadership development, coaching, and building high-performing teams in remote or distributed environments.</li>
<li>Excellent organizational and communication skills; able to influence and collaborate across functions and levels without in-person proximity to HQ.</li>
<li>Based in or willing to relocate to the Mid-Atlantic or Southeast region; frequent regional travel required (air travel expected), with occasional national travel for offsites or openings.</li>
<li>Weekend and evening availability for studio visits and key events.</li>
</ul>
Benefits &amp; Perks
<ul>
<li>Comprehensive medical, dental, and vision insurance, including $0 in-network mental health visits, commuter benefits and 401k</li>
<li>HSA (Health Savings Account) or FSA (Flexible Spending Account)</li>
<li>Flexible Work Environment (3 days in Studio, 2 days work from home)</li>
<li>Gender affirmation support services, EAP sessions and work/life resources</li>
<li>4 weeks accrued Paid Time Off, 7 days accrued Sick Time, 11 paid holidays, and 4 Quarterly Wellness Days (where the whole team takes time off together to recharge)</li>
<li>Three months of paid Parental Leave (biological, adoptive, and foster parents are all eligible) to support a healthy work/life balance</li>
<li>A paid sabbatical after four years of full-time service</li>
<li>Discounts on piercings and products (we've got discounts to cover your friends and family too!)</li>
<li>Access to PerkSpot and additional benefits such as pet insurance, discounted tickets, personal finance coaching, healthy rewards and extended life insurance</li>
</ul><div>
Studs is an equal opportunity employer and is committed to providing a work environment that fosters diversity, inclusion, and equal opportunity without regard to race, color, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, citizenship, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status. Studs considers qualified applicants with criminal histories. We comply with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which we operate. If you require an accommodation for the application process, please fill out this form.

Massachusetts Applicants: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. 

Click here for the Studs Privacy Notice for California Applicants.</div></div>

Regional Manager, North Pacific

Bloom Talent

<div>
 
 Venture firm focused on early-stage, growth-oriented investments, and founded by a well-known tech entrepreneur, is looking for an Executive Assistant. This is an exciting opportunity to join a tight-knit, small team focused on doing meaningful work. In this role, you&rsquo;ll support the Founder, own calendar and scheduling management, travel coordination, communication follow-up and management, coordination with the family office, light personal support, and some firm operations support. Someone who works well independently, takes pride in providing high-quality work with a do-whatever-it-takes mentality. This is a hybrid role, ideally someone based in the Santa Barbara/Ventura area or LA who is able to meet with the Founder a few days/week. 140-170K+ DOE
 
 
 
 
 
 
 Responsibilities:
 
 
 
 
 
 <ul>
 <li>
 Manage a complex calendar for the Founder &amp; CEO, including scheduling internal and external meetings across shifting priorities, resolving conflicts proactively, and keeping the Founder's days running cleanly.
 </li>
 <li>
 Coordinate domestic and international travel logistics, including research, booking, and itinerary management for both commercial and private travel.
 </li>
 <li>
 Monitor communications, assist with follow-ups, and proactively flag action items to help ensure timely execution.
 </li>
 <li>
 Partner with external stakeholders, advisors, and service providers to coordinate time-sensitive or high-priority matters.
 </li>
 <li>
 Support light operational and administrative coordination across a small team, helping keep projects, meetings, and priorities organized.
 </li>
 <li>
 Provide light coordination support as needed, including handling personal logistics, reservations, research, and ad hoc requests.
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 
 
 
 <ul>
 <li>
 3+ years of previous experience as an Executive Assistant supporting a senior executive, founder, or principal in a fast-paced, high-expectation environment.
 </li>
 <li>
 Background in venture capital, private investment, family office, or similarly high-touch environments is strongly preferred.
 </li>
 <li>
 Highly polished, service-oriented, and proactive, with strong judgment and a white-glove approach to support.
 </li>
 <li>
 Comfortable handling both professional and personal responsibilities with discretion, flexibility, and a solutions-oriented mindset.
 </li>
 <li>
 Team-player, adaptable, and willing to take ownership of a wide range of tasks, including those that may fall outside a traditional executive assistant scope.
 </li>
 <li>
 Comfortable operating in an environment where priorities may shift quickly, and the line between personal and professional support may be fluid.
 </li>
 <li>
 Thrives in a remote, independent work environment and is highly responsive across email, Slack, text, and other communication channels.
 </li>
 </ul>
 
 
</div>

Executive Assistant to Founder at Early-stage Boutique VC

KAIYIEE Pte. Ltd.

Reports To:Brand Director (based in China) &ndash; You will be the #1 PR representative for the U.S. marketAbout Us:We are a rapidly expanding global brand with strong roots in Asia and ambitious growth plans across North America, Latin America, and Canada. As we scale our retail presence in the U.S., we&rsquo;re seeking a strategic, hands-on PR professional to lead our reputation, media relations, and crisis communications&mdash;while also supporting local store visibility and community engagement.Key Responsibilities:1. PR Strategy &amp; Media Relations<ul><li>Execute regional PR strategies developed by HQ across the U.S., Canada, and Latin America.</li><li>Build and maintain strong relationships with national and local media, industry press, and influencers/KOLs.</li><li>Pitch stories, secure interviews, and organize press events, store openings, and experiential activations.</li><li>Support brick-and-mortar store marketing through local PR, community outreach, and media coverage.</li></ul>2. Crisis Communications &amp; Reputation Management<ul><li>Monitor media, social platforms, and public sentiment for early risk detection.</li><li>Maintain and continuously improve a Crisis Communication Plan aligned with U.S. legal and regulatory standards.</li><li>Serve as the primary spokesperson during incidents&mdash;drafting statements, FAQs, social responses, and coordinating with legal, customer service, and product teams.</li><li>Lead post-crisis recovery campaigns to rebuild trust and amplify positive narratives.</li></ul>3. Cross-Functional Collaboration<ul><li>Work closely with China HQ, U.S. operations, legal, and customer experience teams to ensure message consistency.</li><li>Advise on product safety, consumer compliance, and industry best practices (e.g., FTC, CPSC guidelines).</li></ul>Qualifications:<ul><li>Bachelor&rsquo;s degree in Public Relations, Communications, Journalism, or related field.</li><li>5+ years of PR experience, with at least 2 years focused on crisis communications.</li><li>Industry background in retail, home improvement, CPG, or consumer goods strongly preferred (e.g., experience with brands like Home Depot, Target, Walmart, IKEA, etc.).</li><li>Deep understanding of U.S. media landscape, digital/social storytelling, and influencer ecosystems.</li><li>Proven ability to manage high-pressure situations, make rapid decisions, and protect brand integrity.</li><li>Excellent written and verbal communication skills&mdash;fluent in English; Mandarin Chinese a strong plus.</li><li>Comfortable operating independently as the first U.S.-based PR hire, with direct reporting to overseas leadership.</li></ul>Why Join Us?<ul><li>Be the founding PR voice for a growing global brand in North America</li><li>Competitive salary + performance incentives</li><li>Opportunity to shape brand narrative from day one</li><li>Collaborative, multicultural team that values your bilingual/bicultural perspective</li></ul>Pay: Up to $150,000.00 per yearBenefits:<ul><li>401(k)</li><li>Commuter assistance</li><li>Sabbatical</li></ul>Language:<ul><li>Mandarin (Required)</li></ul>Work Location: In person

Public Relations Manager – U.S. (Los Angeles) | Chinese Speaking Preferred

Lambent

<div>
 
 U.S.-Based | Extensive Travel Required
 
 
 
 
 
 Principal of a fast-growing AI company seeks Executive/Personal Assistant to provide support for himselfand his family and his in conjunction with the Chief of Staff. The assistant will work at varied client locations, including his primary residence in San Francisco, the secondary residence in Miami, Costa Rica / the Caribbean and London. There will be approximately 30 weeks onsite, 10 weeks remote, and 12 weeks of leave each year. This is a long-term opportunity for someone to build a trusted relationship with the client, immediate family and broader team. Candidates must be highly organized, flexible and proactive with experience in fast-paced, quickly evolving work environments.
 
 
 
 
 
 
 Requirements
 
 
 
 &bull; 6+ years of experience as an Executive or Personal Assistant in a high-demand environment
 
 
 &bull; Experience supporting senior executives, founders, or high-net-worth individuals
 
 
 &bull; BA/BS from US college or equivalent
 
 
 &bull; Fluency with Microsoft Outlook and modern productivity tools
 
 
 &bull; Tech-savvy
 
 
 &bull; Exceptional communications (written, verbal)
 
 
 &bull; Comfort integrating executive and personal support
 
 
 &bull; Ability to negotiate a changing schedule and set of given priorities
 
 
 &bull; Efficient, highly effective, proactive workstyle
 
 
 &bull; Good manners and presentation
 
 
 &bull; International sensibility (principal is European; his company is international in scope)
 
 
 &bull; U.S.-based, ability to travel internationally
 
 
 &bull; Driver&rsquo;s license
 
 
 &bull; Financial or business acumen preferred
 
 
 
 
 
 
 Responsibilities
 
 
 
 &bull; Liaise with Chief of Staff and other internal team members to provide comprehensive support for principal and his family
 
 
 &bull; Ongoing communications with external stakeholders, vendors and affiliates
 
 
 &bull; Manage complex and ever-changing calendar
 
 
 &bull; Oversee day-to-day logistics and travel planning
 
 
 &bull; Prepare documents, briefings, and communications as needed
 
 
 &bull; Compose daily, weekly and long-term itineraries
 
 
 &bull; Track priorities, follow-ups, and key initiatives to ensure nothing falls through the cracks
 
 
 &bull; Oversee household staff teams
 
 
 &bull; Source affiliates/vendors
 
 
 &bull; Limited direct support for Chief of Staff in family office
 
 
 &bull; Handle ad hoc requests and provide hands-on support in a fast-moving environment
 
 
 
 
 
 
 
 
 Full-time. Exact hours will align with principal&rsquo;s schedule.
 
 
 30 weeks traveling/on-site, 10 weeks remote, 12 weeks vacation (estimated).
 
 
 
 
 
 $180K&ndash;$300K/year.
 
 
 Health and 401k benefits
 
</div>

Executive Assistant to CEO of AI Company (onsite at multiple locations).

Directors Guild of America - Producer Pension and Health Plans

Job Summary We are seeking a highly organized and detail-oriented Executive Assistant to provide administrative support to our Chief Operating Officer and executive team. The ideal candidate will have excellent communication skills, be able to multitask and prioritize effectively, and have a strong attention to detail, a proactive problem-solver and a strong work ethic. We are an established non-profit organization that provides outstanding health and pension benefits with amazing work/life balance. Our benefits include medical, prescription, dental and vision coverage with NO PREMIUM for employee and low monthly cost to cover dependents. We offer generous paid time off, including vacation, sick time and holidays. We also offer two pension plans and a 401(k).Responsibilities<ul><li>Assist Chief Operating Officer in all facets of her position to ensure efficient operation.</li><li>Assist Chief Operating Officer with Communications, IT, Benefits Analysis and Operations &amp; Demographics-based projects, as may be necessary to meet the Plans&rsquo; objectives.</li><li>Manage all aspects of the administrative function in preparation for the quarterly Benefits Committee meetings, including communication with the Committee Co‑chairs and Trustees, the Plans&rsquo; Health and Pension consultants, counsel and staff as necessary. Use independent discretion and judgment to accomplish work, including the following related-tasks:</li><li>Send all Benefits Committee notices/agenda items and circulation of all meeting materials in a timely manner.</li><li>Attend quarterly Benefits Committee meetings, or other Board meetings as may be assigned, and prepare meeting minutes.</li><li>Assist COO with preparation and follow up of action item lists following trustee meetings through the SharePoint tools to ensure all pending action items are completed timely.</li><li>Maintain all insurance policies for the Plans (i.e., cyber liability, fiduciary liability, Employment Practices, Fidelity Bond, Errors &amp; Omission, Commercial Package, Earthquake, and Workers Compensation), including the following:</li><li>Ensuring all insurance policies are up-to-date;</li><li>Prepare applications for annual renewals and binding; and</li><li>Issue invoices for the waiver of recourse premiums for the fiduciary liability coverage</li><li>Assist with the preparation of the annual Health Fair events in Los Angeles and New York, including maintaining the flu shot reservations and sending out raffle prizes.</li><li>Provide support to other Executive Assistants on day-to-day operations, as required.</li><li>Manage content and all records retention for the Plans&rsquo; library and Executive Office files.</li><li>Field and record incoming telephone calls for the COO, and as necessary for the CEO, using independent discretion and judgment as to the course of action for callers.</li><li>Manage/schedule meetings and maintain COO&rsquo;s calendar.</li><li>Compose correspondence for the COO.</li><li>Assist with any projects that may arise from other departments (i.e., Pension, Eligibility, Claims, Accounting and Contributions &amp; Compliance) as assigned by the COO.</li><li>Perform other duties involved with the administration of the Executive Office, including handling mail, scheduling travel arrangements, managing expense reports, and tidying the Executive File and Conference Rooms.</li><li>Handle other responsibilities as assigned by the COO.</li></ul>Skills<ul><li>Excellent verbal and written communication</li><li>Strong phone and customer service skills</li><li>Advance Proficiency in Microsoft Outlook, Word, Excel and PowerPoint</li><li>Type 65-70 wpm</li><li>Ability to communicate across all levels efficiently.</li><li>Excellent organizational skills and attention to detail</li><li>Ability to proofread for accuracy in grammar and writing</li><li>Ability to prioritize multiple tasks and meet deadlines</li></ul>Experience<ul><li>Proven experience as an executive assistant or personal assistant supporting senior executives in a fast-paced office environment.</li><li>Demonstrated proficiency in office management software such as Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets), and Microsoft Outlook Calendar.</li><li>Strong organizational skills with the ability to prioritize tasks effectively while managing multiple projects simultaneously.</li><li>Experience with event planning, project coordination, bookkeeping (QuickBooks preferred), and data entry.</li><li>Familiarity with transcription, proofreading, filing systems, and clerical procedures to ensure accuracy and efficiency.</li><li>Ability to handle sensitive information discreetly while maintaining a high level of professionalism at all times. Join our team as we drive operational excellence through dedicated support for our leadership!</li></ul>Pay: $72,000.00 - $78,000.00 per yearBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Employee assistance program</li><li>Health insurance</li><li>Paid time off</li><li>Retirement plan</li><li>Vision insurance</li></ul>Work Location: In person

Executive Assistant for COO

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