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Description:

Position Summary

ACF is seeking a highly organized, proactive, and dependable Executive Administrative Assistant to serve as a trusted partner to the CEO. This position provides dedicated one-to-one business support exclusively to the CEO. The Executive Administrative Assistant will take ownership of the CEO’s calendar, daily priorities, business travel coordination, meeting preparation, action items, expense reporting, and related administrative needs. The role is intended to support the CEO and manage control over each day by anticipating needs, organizing competing priorities, and ensuring important commitments are met and executed successfully.

The ideal candidate is resourceful, detail-oriented, and discreet, with the judgment and initiative to work independently in a fast-paced environment and manage the CEO’s calendar, travel, expenses, and related personal needs. This role supports the CEO exclusively and requires occasional availability outside standard business hours for urgent or time-sensitive matters. The Executive Administrative Assistant will be gradually introduced to the responsibility of certain personal administrative duties to support the CEO.

FLSA Status: Non-exempt, Hourly

Pay Range: $38/hour - $48/hour (annual equivalent to $80k - $100k)

Essential Duties

• Manage the CEO’s complex calendar, appointments, meetings, priorities, and daily schedule.
• Anticipate and resolve scheduling conflicts, communicate changes, and protect the CEO’s time by appropriately prioritizing requests.
• Organize internal and external meetings and prepare agendas, presentations, background information, and other materials as needed.
• Attend selected meetings, document decisions and action items, and coordinate follow-up to ensure commitments are completed.
• Coordinate with employees, clients, vendors, and other stakeholders on the CEO’s behalf.
• Arrange domestic and international travel, including flights, accommodations, transportation, reservations, and itineraries.
• Anticipate travel needs and respond promptly to cancellations, delays, and itinerary changes.
• Manage incoming requests and correspondence and assist with communications on the CEO’s behalf.
• Prepare expense reports, reimbursements, receipts, and related documentation accurately and on time.
• Maintain organized records and follow ACF’s administrative, finance, expense, and HR processes.
• Provide occasional personal administrative support, including appointments, reservations, household services, personal travel, and errands.
• Handle confidential business and personal information with professionalism, discretion, and sound judgment.
• Provide additional executive and project coordination support as needed, including occasional after-hours assistance with urgent or time-sensitive matters.

Qualifications

• Demonstrated experience directly supporting a senior executive in a fast-paced environment.
• Experience managing complex calendars, coordinating meetings, and arranging domestic and international travel.
• Experience preparing expense reports and maintaining accurate administrative documentation.
• Excellent organizational, prioritization, and time-management skills.
• Strong written and verbal communication skills.
• Demonstrated ability to take useful meeting notes and track action items through completion.
• Strong attention to detail and consistent follow-through.
• Ability to manage multiple priorities and adapt quickly when plans change.
• High level of professionalism, discretion, sound judgment, and accountability.
• Ability to work independently while collaborating effectively across departments and with external stakeholders.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Zoom.
• Flexibility to provide occasional support outside standard business hours.
• Alignment with ACF’s values and a commitment to incorporating those values into all aspects of the work.

Requirements:

Position Requirements

• 5 + years providing administrative or executive support is required.
• Experience supporting a CEO, founder, owner, or comparable senior executive.
• Must be willing to work in-office daily in Brea, CA.
• Alignment with ACF values and a willingness to incorporate into all aspects of your work.

Preferred

• Experience working in a physical-goods, hospitality, or similarly fast-moving operational business.
• Experience using NetSuite.
• Experience coordinating executive projects, events, or off-site meetings.
• Experience interacting with senior clients, vendors, advisors, or other high-priority external stakeholders.
• Working Environment
• Monday through Thursday: On-site at ACF’s office in Brea, California.
• Friday: Work from home, subject to the CEO’s schedule and business needs.
• Occasional evening, early-morning, or weekend availability may be necessary for urgent scheduling matters, travel disruptions, or other time-sensitive requests.
• Occasional ground or air travel may be required.

Physical Requirements

• Ability to sit for extended periods, up to 8 hours per day, while working at a desk/workstation.
• Must be able to use a computer, phone, and other office equipment for extended periods of time.
• Ability to lift and carry materials, marketing collateral, or office supplies weighing up to 15–25 pounds, as needed.
• Must have the ability to attend meetings, presentations, and occasional off-site events or promotional activities as well as have sufficient vision and hearing to perform job duties, including reviewing digital content and participating in meetings.
• Ability to maintain focus and productivity in a standard office environment with moderate noise levels.

The majority of work is performed in an office. Travel (ground and air transportation) may be required for this position. You must follow all Company policies on safety and security of company property. You are expected to inquire about safety and ergonomics when uncertain or entering a new work environment where hazards may be present. Employees are expected to abide by safety procedures in effect at any additional worksites, vendor/client offices, etc.

All employees are responsible for contributing to a safe and pleasant work environment at all times.