Executive Assistant to Chief Executive Officer
1 day ago
San Diego
Executive Support Specialist \n Reports To: CEO/COO \n Status: Regular, Full-Time, Non-Exempt \n Location: San Diego, CA (On-Site Requirement) \n \n PRIMARY OBJECTIVES \n\n • Manage executive priorities, ensuring projects are completed on time, within budget, and aligned with company goals.\n, • Proactively manage the CEO and COO calendars, including travel, meetings, conference calls, and scheduling priorities.\n, • Coordinate executive meetings with leadership, clients, vendors, and partners, ensuring agendas, materials, logistics, and follow-up actions are completed.\n, • Partner with leadership to maintain alignment with company systems, processes, and the system of record.\n, • Identify process gaps, recommend improvements, and implement solutions that increase operational efficiency.\n, • Develop, document, and maintain Standard Operating Procedures (SOPs), workflows, and best practices.\n, • Track project milestones, risks, deliverables, and action items while providing regular status updates.\n, • Anticipate executive needs, remove administrative obstacles, and support effective decision-making.\n\n Key Performance Indicators (KPIs) \n\n • Projects completed on time and within budget.\n, • Executive calendars managed with minimal scheduling conflicts.\n, • SOPs and documentation completed accurately and on schedule.\n, • Cross-functional projects completed successfully with measurable improvements.\n, • Executive meetings are organized, action items tracked, and follow-ups completed on time.\n\n \n SECONDARY OBJECTIVES \n\n • Provide proactive administrative support to executive leadership while managing competing priorities.\n, • Coordinate meetings, travel, presentations, agendas, meeting minutes, and executive communications.\n, • Maintain project trackers, dashboards, and organizational reporting.\n, • Conduct research, prepare recommendations, and draft business correspondence.\n, • Screen and prioritize executive communications while maintaining confidentiality.\n, • Lead or support change management initiatives and adoption of new tools and processes.\n, • Partner with leaders across departments to coordinate projects and resolve business needs.\n, • Leverage technology to improve reporting, organization, and operational efficiency.\n, • Coordinate leadership meetings, company events, vendors, travel, accommodations, and logistics.\n, • Maintain confidential records, databases, filing systems, and purchasing activities.\n, • Support onboarding activities requiring executive involvement.\n, • Research vendors, products, services, and business solutions as requested.\n, • Assist with office operations, supplies, and administrative processes.\n, • Handle occasional personal administrative tasks and special projects with professionalism and discretion.\n\n RESULTS \n\n • Executive priorities and projects are managed proactively with exceptional organization.\n, • Executives, clients, vendors, and employees receive professional, responsive service.\n, • Calendars, travel, and meetings are strategically planned to maximize productivity.\n, • Research and supporting materials are prepared in advance to enable informed decisions.\n, • Communications are prioritized appropriately while maintaining confidentiality.\n, • Executive calendars are reviewed weekly to align priorities and optimize schedules.\n, • Project updates, action items, and follow-ups are maintained with accurate status reporting.\n, • Website, email, and assigned inquiries receive timely responses.\n, • Regular planning sessions with executive leadership ensure alignment on priorities and objectives.\n\n \n COMPETENCIES \n\n • Exceptional organization, time management, and prioritization skills.\n, • Ability to thrive in a fast-paced, high-growth environment.\n, • Strong project management and coordination abilities.\n, • Sound judgment, discretion, and professionalism with confidential information.\n, • Proactive problem-solving with the ability to anticipate executive needs.\n, • Ability to influence, coordinate, and drive accountability across teams.\n, • Experience developing organizational systems, workflows, and process improvements.\n, • Strong technology aptitude with the ability to quickly learn new software.\n, • Excellent written and verbal communication skills.\n, • Proficiency in executive administration, calendar management, travel coordination, meeting planning, and executive support.\n, • Positive, service-oriented attitude with exceptional interpersonal skills.\n\n \n EDUCATION & EXPERIENCE \n\n • Minimum two years of experience supporting C-level executives or senior leadership.\n, • Experience managing complex calendars, travel, executive communications, meetings, and cross-functional projects.\n, • Strong organizational skills, attention to detail, and ability to manage multiple priorities.\n, • High level of confidentiality, professionalism, and customer service.\n, • Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint), SharePoint, and other cloud collaboration tools.\n, • Knowledge of office administration, records management, and business operations.\n, • Valid driver's license and reliable transportation for occasional business errands.\n, • Experience in the technology, managed services, or professional services industry preferred.\n\n \n BENEFITS \n FIT Solutions offers a comprehensive benefits package including: \n\n • Health, Dental, and Vision Insurance (up to 99% employer-paid employee premiums)\n, • PPO, HDHP, HMO, and ACO plan options\n, • Multiple insurance carriers\n, • FSA, HSA, and supplemental insurance options\n, • Employer-paid Life Insurance and AD&D\n, • Paid holidays, PTO, and sick leave\n, • Flexible hybrid work environment\n, • 401(k) retirement plan\n, • Professional training and development opportunities\n\n \n EEO STATEMENT \n FIT Solutions is an Equal Opportunity Employer committed to providing a workplace free from discrimination and harassment. Employment decisions are based on business needs, qualifications, and merit, without regard to any status protected by applicable federal, state, or local law.