Executive Support Specialist

FIT Solutions, LLC

Executive Support Specialist providing high level administrative support to senior leadership at FIT Solutions. Managing CEO's calendar and facilitating processes to ensure effective operations.

Posted 7/19/2026full-timeSan Diego • California • 🇺🇸 United StatesJuniorMid-Level💰 $24 - $26 per hourWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in providing high-level administrative support, managing executive calendars, and coordinating meetings while ensuring confidentiality and professionalism. Proficient in process improvement, project management, and leveraging technology for operational efficiency.

Highest-signal resume keywords

Administrative ExperienceMicrosoft Office ProficiencyProject ManagementProcess ImprovementCustomer Service

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementFile ManagementTranscriptionData AnalysisSOP DevelopmentClerical ProceduresOffice Management

Soft Skills

Clear CommunicationAdaptabilityProfessional DemeanorCustomer Service Orientation

Tools & Technologies

Microsoft Office OutlookMicrosoft WordMicrosoft ExcelMicrosoft PowerPointSharePoint

Certifications & Qualifications

Valid Driver's License

Industry Keywords

Administrative SupportOperational SupportLeadership CoordinationProcess DocumentationMeeting Coordination

Tech Stack

Tools & technologies

Cloud

About the role

Key responsibilities & impact

The primary function of the Executive Support Specialist is to provide high level, professional and confidential administrative support to senior leadership including sales, marketing, and technology.
The ideal candidate will be experienced in handling a wide range of administrative and operational support-related tasks and will be able to work independently with little or no supervision.
Maintain calendar for CEO/COO: travel arrangements, conference call scheduling and set-up, planning and coordinating meetings with management, vendors, etc.
Assist in coordinating our Leadership team and COO to reflect procedures of the system of record.
Participate in the effort to define, document, and refine processes, procedures and workflows for business operations based on company best-practices.
Cross functionally works with internal teams to identify process gaps, measures impact, and solution-oriented around challenges.
Deliver and build SOPs to improve processes and procedures.
Support escalations from our leadership team and be the lead to resolve business unit questions and escalations.
Leverage technology to enable process efficiency, data analysis, and process capability.
Perform other duties as assigned.
Prepare and distribute agendas and meeting minutes, prepare correspondence, maintain address, and contact lists, ensure filing systems are organized and up to date, maintain corporate information as directed, plan/assist with corporate events.
Managing projects on behalf of the CEO to ensure the team is held accountable and KPIs are met.
Assist and communicate with executives in decision-making, program management, and initiative implementation.
Managing Project Trackers to give transparency to the Executive to cross collaborate and ensure there is no crossover.

Requirements

What you’ll need

Minimum of two years of administrative experience
Professional appearance and courteous demeanor with ability to always maintain confidentiality
Clear, positive verbal and written communication skills
Desire to provide prompt, friendly and quality-driven customer service to all levels of organization
Ability to adapt to changing priorities in a high volume and extremely fast paced work environment
Knowledge of administrative and clerical procedures, systems and terminology, file and records management, transcription, and general office management
Computer literacy with proven ability to learn new software applications quickly.
Proficiency in Microsoft Office Outlook, Word, Excel, and PowerPoint.
Knowledge of Cloud Storages such as SharePoint.
Must have a valid driver’s license and vehicle that can be used for errands or other tasks that need to be performed outside of the office.

Benefits

Comp & perks

Health, Dental & Vision Insurance (premiums paid up to 99% for employee coverage)
Options include, PPO, HDHP, HMO and ACO
Multiple carrier options
FSA (dependent and medical), HSA options (for qualified plans) and supplemental insurance options
$10,000 employer-paid Life Insurance & AD&D (employees have the option to buy up)
Paid holidays
Paid time off
Paid sick leave
Flexible “hybrid” work environment
Retirement plan (401K)
Professional training & development opportunities