Hybrid Executive Assistant Office Manager

A family owned agricultural business with a range of prominent brands is looking for an Executive Assistant/Office Manager for its Santa Monica office. The EA will support 3-4 C-level executives; Chief Revenue Officer (also an Owner), Chief Administrative Officer, Chief Financial Officer and the Senior Vice President of Operations. The firm has recently acquired an additional company and has 10 employees in the Santa Monica office and a total of 150 employees. The role reports to the Director of Human Resources and is in office 4 days and Fridays are work from home.About the Job:Assist executive team in meeting coordination, travel, managing calendars and emailsTrack project deadlines and deliverables: follow-up with team membersCommunicate with stakeholders to provide updates, clarify expectations, and task tracking and escalating concerns as neededCoordinate cross-departmental collaborationCreate PowerPoint presentations for executive presentationsAdminister regulatory licenses, permits and fees including local business licenses, corporate registrations, regulatory agency renewals, etc. Includes tracking due dates, completion of forms and paperwork, gathering signatures and filingAssist with maintaining the electronic filing systemScreen incoming phone calls delivering detailed, timely messages to the appropriate partiesManage group meeting calendars and schedule group meetingsAttend meetings and take notesManage sensitive and confidential communications with discretionOffice manager duties: Oversee office operationsOrder supplies and snacks, greet visitors (very few visitorsCoordinate office issues, repairs, and requestsEnsure office space is well kept: coordinate with cleaning crewAssist the Head of HR with managing the office budget, including expenses and coordinating invoice review and paymentAd hoc projects as neededLimited off-hour availability via textAbout You:Minimum of 5 years of experience in a related support positionBA/BS from a college or university (degree in Business Administration a plus)Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)Dynamic and proactive comfortable in a fast-paced environment.Polished, professional demeanorProactive go-getter; no task is too big or too smallOutstanding communication skillsSalary, Benefits (medical, dental & vision-basic plan paid 100% by company) Paid Vacation, 401kHours: 8:30 AM-5:00 PM

Created: 2025-02-09