Executive Assistant

As an Executive Assistant, your primary responsibility is to provide dedicated executive administration and support to the CEO. This includes managing schedules, coordinating projects, and streamlining administrative processes. In this role, you will frequently communicate and interact with the founders, team members, and clients to assist with various functions.

What You Do:

• Optimized Time Management: Enable the CEO to focus on high-priority tasks by effectively managing their calendar, appointments, and administrative responsibilities.
• Efficient Communication: Serve as a primary point of contact between the CEO and internal teams as well as external partners, ensuring timely and clear communication.
• Seamless Coordination: Organize meetings, events, and travel itineraries, ensuring everything runs smoothly and without hitches.
• Confidentiality: Maintain a strict level of confidentiality on all sensitive and proprietary information.
• Proactive Support: Anticipate the needs of the CEO and address them proactively, minimizing potential challenges.
• Calendar Management: Oversee and manage the CEO's calendar, scheduling meetings, appointments, and ensuring no overlaps or conflicts.
• Communication: Draft, edit, and manage correspondence on behalf of the CEO, including emails, memos, and presentations.
• Meeting & Event Coordination: Organize and coordinate internal and external meetings, ensuring all necessary materials are prepared in advance.
• Travel Planning: Arrange comprehensive travel plans for the CEO, including flights, accommodations, and transportation.
• Document Management: Maintain an organized system for all important documents, both digital and physical.
• Research & Preparation: Conduct preliminary research for upcoming meetings or events, ensuring the CEO is adequately briefed.
• Expense Management: Track and reconcile the CEO’s monthly expenses, ensuring timely submissions and approvals.
• Miscellaneous Tasks: Assist with personal errands and tasks as needed to help optimize the CEO's daily operations.

Skills & Education Required:

1. Education: Bachelor’s degree in Business Administration or a related field.
2. Experience: Minimum of 5 years in an executive support role, preferably for C-level executives.
3. Technical Proficiency: Strong expertise with office software, including Microsoft Office Suite and Google Workspace.
4. Organizational Skills: Exceptional organizational skills with a proven ability to prioritize tasks in a fast-paced environment.
5. Communication: Outstanding written and verbal communication skills.
6. Discretion: Ability to maintain confidentiality and handle sensitive information with integrity.
7. Proactivity: A forward-thinking mindset, always thinking two steps ahead.
8. Team Player: Ability to collaborate with diverse teams and personalities, ensuring smooth interaction and mutual respect.

What’s In Store For You:

• Competitive salary
• 100% Remote Work Environment
• Company incentives/rewards
• Profit-share
• Health Card
• Workspace Upgrade
• Monthly Internet Upgrade Incentives
• Access to training resources (i.e. design tools and etc)
• Participation in internal and external company events (i.e. culture building, workshops, etc.)
• Free Lunch every Monday (a.k.a. Monchdays)
• Paid Vacation Leaves
• Paid Sick Leaves
• Work-Life integration

How to apply:

For faster application, please complete this short form.

About 500 Designs:

Join the team of passionate problem solvers at 500 Designs, the award-winning design agency based in sunny Irvine, California. As one of the fastest-growing companies in the U.S., we're looking for talented individuals to help us tackle new challenges with wonder and curiosity.

Our 100+ person team specializes in strategy, branding, UI/UX, web design, creative, and development, providing clients with top-notch solutions that make a real impact. From crafting comprehensive brand strategies to designing stunning websites, we're committed to delivering innovative and high-quality work that helps our clients thrive.

At 500 Designs, we're not just a workplace – we're a community of talented individuals who are dedicated to growing, learning, and pushing the boundaries of what's possible. If you're a passionate problem solver who's looking for an exciting and fulfilling career in the design industry, we'd love to hear from you. Join us and help shape the future of design.