Executive Admin Assistant
Headquartered in Berkeley, California, Ciel Creative Space was born in 2019 from a desire to elevate the creative community in the East Bay. We believe in community and creating from your truest form. We strive for excellence, bringing only the highest quality of production to our space in collaboration with our amazing partners. With clients in the fashion, art, tech and music industries, we are the Bay Area’s premiere creative sanctuary.
This position is for a creative soul with an entrepreneurial mind. You will have the unique opportunity to work alongside the CEO of an up-and-coming creative space. We’re looking for an individual who possesses creativity, flexibility, and growth potential. You must be highly detail oriented, self-motivated, open-minded, organized, a fast learner, solid manager, and enthusiastic. A strong work ethic is a must.
JOB SUMMARY
Plan, coordinate, and ensure the CEO's schedule is followed and respected.
Act as an effective gatekeeper, creating win-win situations for direct access to the CEO's time.
Complete a broad variety of administrative tasks, including: managing an extremely active calendar; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.
Work closely and productively with the CEO to keep them well informed of upcoming commitments and responsibilities, including following up with a sense of urgency.
Partner across departments, internal events, facilities, and coordinators on all aspects of client meeting planning and execution.
Own client meeting logistics from start to finish (e.g. catering, room setup, agenda creation, logistics).
Assist the CEO with travel arrangements, lodging, and meal planning as needed.
Provide a bridge for smooth communication between the CEO and internal teams, including demonstrating leadership skills to maintain credibility, trust, and support with senior leadership.
Serve as the administrative liaison to the directors and executive board.
Communicate directly and effectively on behalf of the CEO with board members, customer executives, leadership staff, and others on a range of matters.
Maintain discretion and confidentiality in relationships with all board members, staff, and clients.
Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including ensuring advance distribution of materials.
Prioritize conflicting needs and handle matters expeditiously and proactively with excellent follow-through for the successful completion of projects, often with deadline pressures.
Demonstrate leadership to help build relationships crucial to the business and drive successful outcomes.
QUALIFICATIONS
Bachelor’s degree required
5-10 years of experience supporting C-level executives, preferably in a startup or small-to-mid sized company
Entrepreneurial spirit with an uncanny ability to perform in a fast-paced environment
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, as well as successfully juggle and prioritize multiple people's calendars and tasks at once
Very strong interpersonal skills and the ability to build relationships with multiple stakeholders at various levels in an organization, including members of leadership, the board, external customers, and their teams
Expert-level written and verbal communication skills, including interpersonal skills, tact, and discretion
Demonstrated strong decision-making ability
Highly resourceful team-player, with the ability to also be extremely effective independently
Ability to anticipate approaching problems and establish strategic plans for future success
High proficiency with Slack, Asana, Expensify, and Google Workspace (e.g. Drive, Gmail, Calendar, Docs/Sheets, etc.)
PHYSICAL AND ENVIRONMENTAL REQUIREMENTS
Frequent stooping, standing, walking, sitting and reaching are required.
Ability to move 15 lbs. of force frequently and 20 lbs. of force occasionally
Ability to operate necessary equipment & visually interpret data
Periodic heavy lifting up to 80 lbs
Ability to climb ladders
Fit through small spaces (3 ft x 3 ft)
Operation of a scissor lift
Headquartered in Berkeley, California, Ciel Creative Space was born in 2019 from a desire to elevate the creative community in the East Bay. We believe in community and creating from your truest form. We strive for excellence, bringing only the highest quality of production to our space in collaboration with our amazing partners. With clients in the fashion, art, tech and music industries, we are the Bay Area’s premiere creative sanctuary.
This position is for a creative soul with an entrepreneurial mind. You will have the unique opportunity to work alongside the CEO of an up-and-coming creative space. We’re looking for an individual who possesses creativity, flexibility, and growth potential. You must be highly detail oriented, self-motivated, open-minded, organized, a fast learner, solid manager, and enthusiastic. A strong work ethic is a must.
JOB SUMMARY
Plan, coordinate, and ensure the CEO's schedule is followed and respected.
Act as an effective gatekeeper, creating win-win situations for direct access to the CEO's time.
Complete a broad variety of administrative tasks, including: managing an extremely active calendar; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.
Work closely and productively with the CEO to keep them well informed of upcoming commitments and responsibilities, including following up with a sense of urgency.
Partner across departments, internal events, facilities, and coordinators on all aspects of client meeting planning and execution.
Own client meeting logistics from start to finish (e.g. catering, room setup, agenda creation, logistics).
Assist the CEO with travel arrangements, lodging, and meal planning as needed.
Provide a bridge for smooth communication between the CEO and internal teams, including demonstrating leadership skills to maintain credibility, trust, and support with senior leadership.
Serve as the administrative liaison to the directors and executive board.
Communicate directly and effectively on behalf of the CEO with board members, customer executives, leadership staff, and others on a range of matters.
Maintain discretion and confidentiality in relationships with all board members, staff, and clients.
Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including ensuring advance distribution of materials.
Prioritize conflicting needs and handle matters expeditiously and proactively with excellent follow-through for the successful completion of projects, often with deadline pressures.
Demonstrate leadership to help build relationships crucial to the business and drive successful outcomes.
QUALIFICATIONS
Bachelor’s degree required
5-10 years of experience supporting C-level executives, preferably in a startup or small-to-mid sized company
Entrepreneurial spirit with an uncanny ability to perform in a fast-paced environment
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, as well as successfully juggle and prioritize multiple people's calendars and tasks at once
Very strong interpersonal skills and the ability to build relationships with multiple stakeholders at various levels in an organization, including members of leadership, the board, external customers, and their teams
Expert-level written and verbal communication skills, including interpersonal skills, tact, and discretion
Demonstrated strong decision-making ability
Highly resourceful team-player, with the ability to also be extremely effective independently
Ability to anticipate approaching problems and establish strategic plans for future success
High proficiency with Slack, Asana, Expensify, and Google Workspace (e.g. Drive, Gmail, Calendar, Docs/Sheets, etc.)
PHYSICAL AND ENVIRONMENTAL REQUIREMENTS
Frequent stooping, standing, walking, sitting and reaching are required.
Ability to move 15 lbs. of force frequently and 20 lbs. of force occasionally
Ability to operate necessary equipment & visually interpret data
Periodic heavy lifting up to 80 lbs
Ability to climb ladders
Fit through small spaces (3 ft x 3 ft)
Operation of a scissor lift