Executive Assistant to CEO

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Company: Light Source 1, Inc.
Location: Los Angeles, CA 90017

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Please submit a customized cover letter with the first line being ‘I’m the best personal assistant’. All applications without this will be disqualified.

  • ‪Company Profile
  • Light Source 1, Inc. is a privately held, full service Telecommunications Contracting Company in the heart of Downtown Los Angeles, specializing in internet, door access control and security for the last 20 years. The office atmosphere is energetic, business casual and productive.
  • Seeking an experienced Executive Assistant to the CEO, to manage all aspects of life for a busy Chief Executive Officer. You will work closely with the CEO, The V.P. and other managers to handle key operations. Anticipating the needs of the CEO, you will resolve administrative issues before they arise. You will ensure important tasks are executed in real-time. You will obsess about details to allow the executives to focus on their key priorities. You will represent our company, serving as a great first impression and the initial point of contact for Light Source 1, Inc.‪ You will also represent the CEO within the company, managing relationships with employees, vendors, current and past clients. You are punctual, dependable, solutions-driven, easy going, cheerful, even-tempered, exercise great judgment, have a great aesthetic and sense of humor.
  • The ideal candidate will be competent in prioritizing and working with little supervision. They will be self-motivated and trustworthy. They will have experience working in a busy office environment, have great time management skills, knowledge of MAC computers and is looking for stable, long-term employment. We need you to be a star and on point right from the start. You will work on a one-on-one basis on a variety of tasks related to manager’s working life and communication.
  • You will be expected to coordinate office activities/scheduling/appointments, answer, screen and route phone calls and correspondence (e-mail, letters, packages, etc.). You will be expected to present the company in an upbeat and professional manner. We need you to have the ability to take initiative and adapt to a fast-paced environment. Excellent composition and writing skills are a must. You need to have a detailed understanding of the Microsoft Office Suite (Outlook, Word, Excel, etc.) In this role, you will be required to perform at your peak on a daily basis. You must be able to think on your feet, problem solve, and learn how the executive thinks. You must be super cool, calm and collected under pressure; comfortable with last-minute changes and love taking ownership of your role.
  • Duties and responsibilities include but are not limited to:
  • Impeccable business and personal calendar management (EXTREMELY important)
  • Greet and direct guests
  • Travel planning & booking
  • Respond to emails and draft letters
  • Researching when support is needed to find a solution
  • Schedule, confirm and prepare meetings, events, conference rooms and conference calls
  • Maintain CEO office clean and files on computer and desk organized.
  • Maintain an organized filing system of paper and electronic documents
  • Organize and maintain client and vendor contracts
  • Run weekly reports
  • Maintain contact list
  • Prepare and enter data for new work orders, including estimates and invoices
  • Provides administrative support with HR issues, payroll and benefits.
  • Provides supervision, training, instruction; manages conflict and takes corrective action when necessary; recommends discipline.
  • Assist with financial matters, including negotiations with vendors and clients
  • Special projects as directed
  • Must be comfortable with dealing with CEO’s personal schedule and calendar as well as running personal errands as they arise.
  • Walk jobs with the CEO, take notes and help create maps/ estimates/ work orders.
  • Assist with opening doors to contractors in high rise building
  • Responsible for making sure all posters are up and all HR required documents are available to employees.
  • Assist with and maintain weekly safety meetings and cal-osha procedures
  • Copy, scan, fax and print documents (Obtain signatures as needed)
  • Order and organize office and kitchen supplies as needed. Maintain suitable inventory.
  • Respond promptly to CEO calls and inquiries
  • Order and pick up breakfasts, lunches and catering for meetings
  • Maintain kitchen, offices, reception area, cubicles and conference room clean
  • Produce accurate minutes at meetings
  • Track, monitor and follow up on the progress of open action items.
  • Suggest more efficient ways to run the office and troubleshoot malfunctions
  • Calmly and efficiently manage priority and scheduling changes as they occur
  • Must handle matters in strict confidentiality at all times, including sensitive personal and company information
  • Accurately capture key action items to ensure nothing falls through the crack – you need to keep up and remind the CEO of things that need to be done and not be reminded to do your job

‪Job Type: Full-Time (40 hours per week)

Must:

  • Experience: 2+ years office manager/executive assistant experience; Bachelor degree, Contractor Company experience a plus, knowledge of Quickbooks or Quickbooks online a MUST. MAC user a MUST. Must know how to mark up photos on Iphone. Salary: $14-18 per hour
  • Must have unrestricted work authorization to work in the United States, a valid driver license and reliable transportation. Must be willing to submit to and pass a background investigation and drug testing. Must be willing to get a flu shot every year.Must be willing to sign a confidentiality agreement. Must be able to sit for hours and be able to lift 30 pounds.

JOB BENEFITS

  • 100% company – sponsored Health, Life & Dental insurance after probationary period for employees. Dependents and lower co-pays paid by employee.
  • Paid Holiday, vacation and sick days after probationary periods
  • 401k with company match after one year
  • onsite kitchen
  • Yearly Company events
  • $25 cell phone reimbursement per month
  • Employee card for company expenses
  • Paid parking

Job Type: Full-time

Salary: $14.00 to $18.00 /hour

Experience:

  • relevant: 1 year (Required)
  • Executive Assistant: 2 years (Preferred)
  • QuickBooks: 1 year (Required)

Education:

  • Bachelor’s (Preferred)

Work Location:

  • One location

Benefits:

  • Health insurance
  • Dental insurance
  • Retirement plan
  • Paid time off
  • Tuition reimbursement

This Job Is:

  • A job for which military experienced candidates are encouraged to apply