Executive Assistant - Contract to Hire

About the Role

We are looking for a highly capable, organized Senior Executive Assistant to support our CFO/President. This is a senior EA role focused on complex calendar management, extensive scheduling across internal and external stakeholders, frequent domestic/international travel, and overall executive support. 

This position reports to the Chief of Staff to the CFO/President and operates within a "control tower" model. You will partner closely with the CFO/President's Chief of Staff and the CEO's Executive Assistant. Your focus will be on managing the CFO/President's end-to-end calendar, travel planning and logistics, coordinating multi-party scheduling with board members, investors, and external advisors, while ensuring seamless coordination with G&A leadership and functions across the business.

The ideal candidate will thrive in dynamic environments, anticipate needs before they arise, and bring structure to complexity. You operate with strong judgment, discretion, and clear communication and are able to navigate competing demands, resolve conflicts decisively, and represent the executive office professionally in every interaction.

What You'll Do

Executive Support & Prioritization

• Serve as the primary EA to the CFO/President, helping them execute and deliver on top priorities
• Provide first-line backup for CEO support during high-volume cycles or the CEO EA's absence
• Maintain familiarity with CEO and CFO/President operating cadence, preferences, and systems
• Partner with the Chief of Staff on process improvement and executive logistics

Complex Calendar Management & External Coordination

• Manage the CFO/President's calendar proactively, balancing competing priorities with strong judgment and decisive conflict resolution.
• Coordinate calendars with external partners, such as board members, investors, and advisors
• Oversee board committee calendar and scheduling, financial reporting cycles, and investor-relations coordination, often across time zones and with limited availability windows
• Support long-range corporate calendar planning (12–24 months), anticipating dependencies and proactively identifying scheduling risks

EA Team Infrastructure & Administrative Support

• Handle expense reports and other confidential data with discretion
• Set up conference rooms for meetings, including video conferencing systems and AV coordination
• Arrange meals and other logistics for in-person meetings and working sessions as needed
• Provide bandwidth balancing and surge capacity as a second senior EA
• Support event planning and logistics for team offsites, outings, and summits
• Cross-train for CEO support in coordination with EA to CEO

Communication & Problem Solving

• Communicate clearly, professionally, and efficiently with internal leaders, external partners, and executive assistants across organizations
• Serve as a reliable point of contact who can represent the CFO/President's office with professionalism and sound judgment
• Anticipate scheduling conflicts and logistical challenges before they surface; propose solutions rather than problems
• Navigate ambiguity and shifting priorities calmly with an ability to re-sequence calendars and reset stakeholder expectations with minimal friction
• Operate with a high sense of urgency; follow up relentlessly and close loops without reminders

What Will Make You Successful

• 5+ years supporting C-suite executives in fast-paced and high-growth environments
• Demonstrated experience managing complex, multi-stakeholder calendars 
• Experience coordinating with external parties; (Board, consultants, advisors, investors preferred)
• Exceptional organizational skills; able to manage competing priorities independently 
• Strong follow-through, ownership, accountability, and urgency, closes loops without reminders
• Clear and efficient communication, both written and verbal
• Proactive problem-solver who anticipates needs and brings solutions, not problems
• Strong interpersonal skills; builds trust and consensus quickly across internal and external stakeholders
• Discretion and sound judgment in handling confidential information
• Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Slides)

Location: 
This is a hybrid role, spending time between our Orange County office and our Los Angeles office, with an expectation of being on-site four days per week. This position is located in the Pacific Time Zone.

Travel Expectations:
We offer several opportunities for in-person team gatherings, including but not limited to project meetings, regional meetups, and company-wide events. We expect our employees to attend these gatherings at least once per quarter. These gatherings provide essential opportunities for collaboration, communication, and team building.

* This position includes some international travel as part of its responsibilities.

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