Executive Assistant (CTO Offices)

Position: Executive Assistant

Location: Costa Mesa, CA

Duration: 12+ Months

The Executive Assistant to the CTO will provide high-level administrative support to the Chief Technology Officer, facilitating smooth daily operations and ensuring effective communication and coordination across the organization. The ideal candidate will possess exceptional organizational skills, be capable of handling sensitive and confidential information, and be adept at managing a range of tasks in a fast-paced and dynamic environment.

Key Responsibilities:

1. Administrative Support:

• Manage the CTO's calendar, schedule meetings, and coordinate appointments.
• Prepare and organize meeting materials, and agendas.
• Handle travel arrangements, including booking flights, accommodations, and transportation.

1. Communication Management:

• Act as the primary point of contact between the CTO and internal/external stakeholders.
• Screen and prioritize invites, phone calls, and other correspondence.

1. Information Management:

• Maintain and organize information for the CTO including DLs, Meeting attendee lists, Key points of contact etc. .
• Prepare reports, and other documents as needed.

1. Operational Efficiency:

• Identify and resolve administrative issues that may impact the CTO s productivity.
• Support the CTO in expense reporting.

1. Office Event Planning:

• Organize and coordinate internal and external events, including workshops, and team-building activities.
• Manage logistics, invitations, and follow-up communications.

1. Calendar and Deadline Management:

• Maintain and manage the CTO s calendar, ensuring optimal time management and prioritization.
• Track important meetings, deadlines and ensure timely completion of tasks.

1. Distribution List Management:

• Manage and maintain distribution lists for internal and external communications.
• Ensure accurate and timely dissemination of information to relevant stakeholders.

1. Other Duties:

• Handle special tasks as assigned by the CTO.
• Maintain a high level of professionalism and confidentiality at all times.
• Continuously seek opportunities to improve processes and support the CTO s objectives.

• Experience:

• Minimum of 5 years of experience in an executive assistant or similar role.
• Proven experience managing complex calendars, travel arrangements, and high-level communications.

• Skills and Competencies:

• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Ability to handle sensitive information with discretion and integrity.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong problem-solving skills and attention to detail.
• Ability to work independently and as part of a team.
• Flexibility to adapt to changing priorities and work demands.
• High level of professionalism and a proactive approach to work.

Personal Attributes:

• Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
• Ability to anticipate needs and act proactively.
• High degree of emotional intelligence and cultural sensitivity.
• Resilience and the ability to thrive in a fast-paced, dynamic environment.

Employers have access to artificial intelligence language tools (“AI”) that help generate and enhance job descriptions and AI may have been used to create this description. The position description has been reviewed for accuracy and Dice believes it to correctly reflect the job opportunity.