Executive Assistant to the CEO
The Voleon Group
Executive Assistant
Kbit
full-time
Posted on:
Origin: • 🇺🇸 United States • California
Visit company websiteJob Level
Mid-LevelSenior
About the role
- Act as Executive Assistant to the CEO and strategic partner to leadership, providing high-level administrative and operational support
- Proactively manage the CEO's dynamic calendar across multiple time zones and provide scheduling, travel, and administrative support to other senior leaders as needed
- Schedule and confirm meetings, calls, and video conferences across time zones; prepare agendas, briefing materials, and follow-ups for meetings
- Draft, edit, and proofread emails, memos, and presentations on behalf of the CEO
- Plan and book personal and business travel for the CEO and family; assist with personal tasks such as scheduling household services and occasional errands
- Track and help organize family-related financial and household items; handle sensitive and confidential information with discretion
- Support company-wide calendar coordination, internal meetings, and team travel logistics across multiple time zones
- Coordinate recruiting logistics: schedule interviews, manage candidate communications, and gather feedback
- Track ongoing projects and key business initiatives, ensuring follow-ups and deliverables stay on schedule
- Assist with event planning and coordination (team events, client meetings, offsites)
- Manage office needs and vendor relationships (supplies, services, etc.)
- Assist with business process and documentation tasks, organizing records and maintaining internal documentation to meet industry and regulatory standards
- Respond to investor inquiries, providing timely information, materials, or coordination support
- Contribute to various business operations and special projects as needed
Requirements
- 5+ years of experience in an executive assistant, admin assistant, or office management role
- Strong project management skills, with the ability to own tasks end-to-end and juggle multiple priorities
- Exceptional organizational and time management abilities
- Excellent verbal and written communication skills
- Discretion and professionalism when handling sensitive information
- Must be based in San Diego, CA
- Valid driver’s license and reliable transportation for occasional personal errands
- Comfortable using tools and platforms such as: Slack, Google Workspace (Gmail, Calendar, Docs, Sheets, Slides), Microsoft Office (Word, Excel, PowerPoint), Project management tools (Jira, Asana, Click-up, or similar)
- Preferred: Prior experience supporting C-level executives
- Preferred: Background in a fast-paced startup, finance, fintech, investment management, or trading environment
- Preferred: Familiarity with recruiting workflows and scheduling tools
- Preferred: Experience managing logistics or planning events across distributed teams
