Executive Assistant

For this job, we are only considering candidates based in Orange County. This is a hybrid role requiring regular commuting to the 92625 area a few times per week.

About the Role

Ontra is seeking an Executive Assistant to support our CEO. This role will report directly to the Manager, Executive Operations.

We're looking for someone excited to manage a fast-moving executive calendar, coordinate complex domestic and international travel, serve as a trusted point of contact between our CEO and key stakeholders, and juggle a mix of professional and personal priorities with polish, discretion, and enthusiasm.

If you have exceptional multitasking abilities, strong communication skills, and the capacity to handle confidential information with integrity and discretion, we'd love to get to know you.

What You'll Do

• Calendar Management: Own the CEO's daily calendar, scheduling meetings and appointments, resolving conflicts, preparing meeting materials, and ensuring all attendees are up-to-speed.

• Travel Coordination: Coordinate and arrange all professional and personal travel, including hotels, transportation, meal coordination, meeting logistics, and group activity planning for domestic and international destinations.

• Administrative Duties: Manage additional administrative duties, including running errands, planning social events, booking appointments, expenses, and other everyday tasks required to free up capacity for the executive.

• Personal Assistant Duties: Manage a broad scope of personal projects for Ontra's CEO, including home and car maintenance, vacation research and booking, party planning, and vendor coordination.

• Relationship Building: Nurture personal and professional relationships and serve as a primary point of contact between the CEO and his internal and external networks through thoughtful, professional, and timely communications and gifting.

• Correspondence: Handle all correspondence, emails, and phone calls, responding on behalf of the CEO when necessary and ensuring appropriate follow up to enhance efficiency and improve responsiveness.

• Prioritize Requests: Organize and prioritize incoming requests and information, delegating when appropriate and ensuring tasks are completed efficiently.

• Research Projects: Conduct research, compile data, and prepare reports or presentations as required by the executive.

• AI-Enabled Workflows: Leverage AI tools to streamline and automate recurring work such as inbox triage, meeting prep, travel itineraries, and research, freeing up time for high-judgment, high-touch support.

• Confidentiality: Maintain a high level of confidentiality and discretion in handling sensitive information and situations.

• Team Coverage: Step in as administrative coverage for other Ontra executives as needed.

What You'll Bring

• Experience: 4+ years supporting C-suite executives in an administrative position.

• Administrative Expertise: Demonstrated understanding and application of a variety of administrative software and procedures, with Google Suite experience preferred, particularly Gmail, Google Calendar, and Google Sheets.

• Logistical Components: Must be willing to commute to 92625 on a frequent basis, at least a few times a week; must have regular access to reliable personal transportation, possess a valid driver's license, and maintain active auto insurance coverage with a minimum of 100k/300k limits; and must be comfortable around dogs and children.

• Confidentiality And Discretion: Commitment to maintaining confidentiality and discretion when presented with sensitive information, such as personal details, financial information, and business plans.

• Problem Solving: Natural ability to anticipate and resolve administrative and other problems with little to no guidance.

• AI & Technical Acumen: Proven track record of using AI to streamline and support executive-level work, plus the judgment to know when a task needs a human touch and the discretion to handle sensitive information responsibly with AI tools.

• Attention To Detail: Extreme regard for detail and commitment to flawless work.

• Communication: Demonstrated ability to communicate in a clear, concise, thoughtful, and effective manner, possessing the intellect, maturity, sophistication, and self-awareness to engage effectively with executive and board level stakeholders.

• Project Management: Ability to manage complex projects involving cross-functional stakeholders, vendors, and outside resources.

APAC

Hong Kong

EMEA

United Kingdom

Benefits Snapshot

• Remote-first working policy, with office hubs in NYC, Santa Barbara, and London

• Twice yearly team offsites for in-person collaboration

• Paid flexible time off policy

• Paid parental leave and benefits

• Employer-supported retirement contributions, varying by country

• Monthly phone and internet reimbursement

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