Professional & Personal Executive Assistant (On-Site, Los Angeles)

As a Professional & Personal Executive Assistant at SpreeAI, your primary responsibilities will include managing the CEO's professional and personal schedules, handling communications, coordinating travel logistics, and providing administrative support. You'll also be required to assist with personal errands and maintain the CEO's personal spaces, ensuring everything is organized and well-managed.

Candidates for the Professional & Personal Executive Assistant role at SpreeAI should have exceptional communication skills, both written and verbal, strong attention to detail, and the ability to adapt quickly to the CEO's work style. Additionally, interpersonal skills, a proactive mindset, and the ability to maintain confidentiality are crucial for this position.

To qualify for the Professional & Personal Executive Assistant position at SpreeAI, candidates must be located in Los Angeles, CA, possess their own source of transportation, and have strong proficiency in office software such as MS Suite, Slack, and Google Workspace. A high level of emotional intelligence and the ability to remain calm under pressure are also essential.

At SpreeAI, the work environment is dynamic and fast-paced, perfect for someone who thrives on creativity and technology. You’ll be part of a collaborative atmosphere that values innovation while also requiring flexibility and adaptability to meet the constant demands of a busy executive’s schedule.

The Professional & Personal Executive Assistant role at SpreeAI requires flexibility beyond traditional working hours; you'll need to be available on weekends, off-hours, and on-call to efficiently support the CEO’s evolving schedule. This position promotes a non-standard work routine that emphasizes adaptability and commitment.

When managing an executive's calendar, I prioritize tasks based on urgency and importance, use scheduling tools efficiently, and maintain open communication with the executive to ensure their preferences are met.

In a situation with conflicting priorities, I would evaluate the implications of each task, consult with the executive if necessary, and prioritize based on urgency as well as long-term goals to find a balanced solution.

I once faced a sudden change when my executive’s meeting was rescheduled. I quickly communicated with attendees and adjusted travel plans while ensuring new agenda items were effectively communicated. Flexibility is key in such situations.

Maintaining confidentiality is crucial. I ensure that sensitive information is securely handled, limit access to critical documents, and practice discretion in communication both within and outside the organization.

I commonly use task management software like Asana or Trello for project tracking, alongside calendar applications like Google Calendar for scheduling, and I reinforce these with reminders and prioritization techniques.

My communication style is clear, concise, and adaptable. I prioritize understanding the audience and ensure that my messaging aligns with the needs of different stakeholders, maintaining professionalism at all times.

To ensure a seamless trip, I meticulously plan travel logistics, confirm accommodations and transport, create a detailed itinerary, and prepare for any contingencies, ensuring the executive can focus on their commitments.

I stay organized by breaking tasks into manageable components and utilizing checklists. I also maintain a digital calendar that integrates all appointments and reminders, which allows me to monitor progress effectively.

The most challenging aspect is balancing personal demands and professional obligations while maintaining the executive's productivity. Prioritization and effective communication are critical in navigating this balance.

In my previous roles, I've coordinated with various vendors by assessing needs, establishing timelines, negotiating terms, and ensuring that deliverables are met on schedule, facilitating seamless operations for the executive.