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Executive Assistant - Events At 196

Location: San Francisco, California

Job Description

Executive Assistant-Events

196 is an an award-winning, boutique global events company dedicated to producing high-quality events with an emphasis on social impact. We have an exciting opportunity for an energetic, flexible, determined, and highly-organized Executive Assistant to work directly with our dynamic, influential, visionary CEO.

This role will be easy for someone who enjoys juggling multiple tasks in various time zones, research, communication with the CEO via multiple platforms, personal errands, and event coordination. You will thrive in this this position if you are proactive rather than reactive, flexible and able to change course at a moments notice, and can identify what is important and urgent and respond accordingly. Prioritization is key.

Responsibilities and Duties

  • Coordinate executive communications including: conference calls, responding to emails, and interacting with current and potential clients, vendors, and consultants
  • Extensive calendaring - including rescheduling meetings, taking meetings on the fly, and helping executive to prioritize her day - sometimes hour by hour
  • Creating very detailed, printed travel itinerary that will include directions, attendees info, company and/or attendee research, and lookbook, if requested
  • Arrange complex and detailed international travel plans for the CEO, including flights, hotel reservations, train and car services, and other logistical needs (ensuring appropriate travel itinerary and/or documentation is included)
  • Maintain busy and complex appointment/travel calendars that can include two sponsor pitches, four conference calls, two in-person client check-ins, and a red eye that night
  • Prepare presentations and mood boards, proofing, editing, research for presentations and pitches. This includes preparation and dissemination of materials
  • Maintain an organized filing system of paper and electronic documents
  • Personal errands
  • Uphold a strict level of confidentiality
  • Available to attend online, or in-person meetings to take notes/action items
  • This list will expand as we work together to build an amazing company

Qualifications and Skills:

Basic qualifications:

  • Minimum of 2-3 years of experience as an Executive Assistant or Admin reporting directly to very busy executive
  • Availability to work evenings and weekends - based on workload and events schedule

Preferred qualifications:

  • Events, hospitality, or design house experience
  • Ability to anticipate needs of CEO and clients
  • Proficiency in collaboration and prioritization
  • Flexible; ability to deal with ambiguous situations and take initiative
  • Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities
  • Able to work well under pressure
  • Exemplary spelling and proofreading
  • Advanced knowledge of various platforms with an ability to become familiar with firm-specific programs and software
  • Team player for whom no job is too big or too small
  • Sense of humor and dedication to making a positive impact in the company and in our world is a must

Salary: 50-65k +Bonus+med/dental/vision

What do you get?

An extensive global events experience and visibility
A rare opportunity to work for one of the very best in the business
100% empowerment and trust
A caring and close knit team dedicated to making a positive impact on the world