Executive Assistant to the CEO at Visalaw AI

Costa Mesa, California, United States -

Full Time

Start Date

Immediate

Expiry Date

17 Apr, 26

Salary

70000.0

Posted On

17 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Administrative Support, Event Planning, Office Management, Travel Coordination, Communication Skills, Interpersonal Skills, Problem Solving, Attention to Detail, Multitasking, Confidentiality, Vendor Coordination, Logistics Management, Resourcefulness, Proactivity, Gifting Coordination

Industry

Description

POSITION SUMMARY We are seeking a highly organized and proactive Executive Assistant to the CEO to join our team. In this role, you will provide comprehensive support to the CEO, managing key tasks such as artist gifting, afterparty planning, calendar management, and general office operations. This position requires someone who is detail-oriented, resourceful, and able to thrive in a fast-paced environment. ESSENTIAL DUTIES AND RESPONSIBILITIES The essential functions include, but are not limited to the following: Calendar & Scheduling Management: Handle the CEO’s complex and dynamic calendar, including scheduling meetings, appointments, and travel, while balancing priorities and time-sensitive commitments. Administrative Support: Provide high-level administrative support to the CEO, including managing communications, preparing reports, and handling confidential information. Artist Gifting Coordination: Oversee the selection, personalization, and timely delivery of gifts for artists, ensuring thoughtful and meaningful experiences. Event Planning & Afterparty Management: Assist in organizing and managing afterparties and other events, including logistics, vendor coordination, and ensuring an exceptional experience for all attendees. Office Management: Ensure smooth day-to-day office operations, including supply management, vendor relations, purchasing snacks, supplies and general office upkeep. Travel Arrangements: Plan and coordinate the CEO’s travel itineraries, accommodations, and related logistics for business trips and events. Personal Assistance: Support select personal and lifestyle-related needs of the CEO as appropriate, including coordination of personal appointments, ad hoc requests, and logistics that enable the CEO to remain focused and effective. Meeting Preparation: Assist with preparing materials and agendas for meetings, ensuring the CEO is well-prepared for engagements. QUALIFICATIONS Proven experience as an Executive Assistant, preferably supporting C-level executives. Exceptional organizational and multitasking skills, with strong attention to detail. Excellent communication and interpersonal skills. Event planning experience, including the ability to manage multiple vendors and logistics. Proficiency with calendar management software and office tools (Microsoft Office, Google Workspace). Ability to handle sensitive information with the highest level of confidentiality. Strong problem-solving skills and the ability to work under pressure. PREFERRED QUALIFICATIONS Experience working in the entertainment or music industry. Familiarity with gifting and event trends in creative fields. PHYSICAL DEMANDS AND WORK ENVIRONMENT Ability to work for long periods at a computer/desK Report To: CEO Employment Status: Full-time, Non-Exempt, Hybrid (in office Tuesday, Wednesday, Thursday) Salary Range: $65,000 - $70,000 TPR. is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.

Responsibilities

The Executive Assistant will manage the CEO's calendar, provide administrative support, and coordinate artist gifting and event planning. Additionally, the role involves ensuring smooth office operations and assisting with travel arrangements.