High Level Executive Assistant

Job description

MOVE Your Business is proud to represent our client, a founder-led advisory firm that helps entrepreneurs prepare, execute, and maximize the value of their business exits.

They offer a transparent, end-to-end process designed to align with founders goals.

Their tailored approach combines strategic preparation, curated buyer networks, and post-exit planning to ensure lasting impact.

Built by founders for founders, they deliver both expertise and empathy throughout the exit journey.

On behalf of our client, we are seeking a High-Level Executive Assistant to provide comprehensive administrative support to the executive team, ensuring seamless operations and efficient workflow.

This role requires a trusted partner who can manage time, communications, and priorities with precision and discretion while thriving in a fast-paced, dynamic, and sometimes ambiguous environment.

The ideal candidate excels at overseeing complex workflows, adapting quickly to shifting priorities, and proactively addressing challenges to keep the executive team operating at its highest level.

Key Responsibilities:

• Executive Support
  • Provide high-level administrative support to 13 senior executives, including calendar management, travel coordination, and expense reporting
    
  • Anticipate executive needs and proactively provide support on administrative and operational tasks
    
  • Handle sensitive and confidential information with the highest degree of integrity and discretion
    

• Meeting & Communication Management
  • Manage and prioritize incoming requests, emails, meeting invitations, and communications on behalf of executives
    
  • Prepare briefing documents, presentations, and meeting materials; take and distribute meeting notes with follow-up actions
    
  • Coordinate logistics for internal and external meetings, calls, and events across multiple time zones
    
  • Act as liaison with clients, investors, portfolio companies, and other external stakeholders
    

• Project & Workflow Management
  • Assist with project management, tracking key deliverables, and ensuring deadlines are met
    
  • Track key organizational and personal deadlines, including contract dates, policy renewals, repayment schedules, compliance obligations, and other time-sensitive deliverables
    
  • Maintain systems and processes that improve executive productivity and organizational effectiveness
    

• Document & Information Management
  • Maintain well-organized digital filing systems, ensuring timely documentation and easy retrieval of critical materials such as purchase agreements, investment memos, legal contracts, and financial schedules

• Ad Hoc Support
  • Provide additional support on various projects and tasks as needed by the management team, including research, event planning, and other duties as assigned

Requirements & Qualifications:

• 5+ years of experience as an Executive Assistant, ideally supporting C-level executives in high-growth, consulting, investment, or entrepreneurial environments
• Must be fluent in English
  Strong organizational skills with impeccable attention to detail
• Proven ability to manage multiple, often changing priorities in a fast-moving and unstructured environment
• Exceptional communication and interpersonal skills professional, clear, and confident
• Comfortable working independently and making judgment calls on behalf of executives
• Ability to work with discretion, integrity, and a high degree of professionalism
• Technologically proficient, with strong working knowledge of:
  • Google Workspace (Docs, Sheets, Calendar, Drive, Gmail)
    
  • Microsoft Excel (data entry, formatting, formulas, light analysis)
    
  • QuickBooks (expense tracking, invoice management, reporting)
    
  • E-signature platforms (e.g., DocuSign, HelloSign)

• Two professional references and a valid criminal background check issued within the last 60 days are required for all successful applicants.
• Completion of intake paperwork, including submission of a valid tax identification number (e.g., Social Security Number, Social Insurance Number, or the country's equivalent), is required before onboarding.

Working Hours:
Full Time (40 hours per week)
Monday through Friday 8 AM - 5 PM Pacific Time

Pay: $1,000 + $55 Allowance per month

About Us:
MOVE Your Business is an outsourcing company based in Southern California, dedicated to empowering both businesses and professionals.

We connect growing companies with skilled virtual talent while creating meaningful, long-term opportunities for our team members.

As a fast-growing player in the outsourcing space, were committed to building partnerships that drive success and to fostering a supportive, inclusive environment where our people can thrive and grow with us.

Required Skill Profession

Other General