Executive Assistant

| Santa Monica
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Fuel Cycle is an LA-based SaaS company building customer intelligence solutions for the world’s leading enterprises. With Fuel Cycle, companies rapidly engage and interact with customers for real-time feedback and insights to make better business decisions, grow revenue, and retain customers.
 
Headquartered in LA, with a satellite office in NYC. We offer you a friendly work environment, snacks, office happy hours, and fun company events. We provide excellent benefits such as health, vision, and dental. We also offer supplemental benefits such as AD&D, life insurance, pet insurance, 401k and much more.
 
The Executive Assistant will be supporting two C-level Executives while managing all administrative duties for the office. You will be responsible for managing meeting calendars, coordinating travel, accommodations, handling all company events, and performing additional projects as needed. A successful candidate will provide high-quality administrative and clerical assistance to top-level executives. The Executive Assistant will be self-motivated, hands-on, flexible, and able to simultaneously manage diverse responsibilities with a strong emphasis on organization and attention to detail. This is a demanding and fast-moving role that requires someone who is able to exercise good judgment and take initiative to solve problems with minimal direction.

Responsibilities

  • Primary responsibility will be to maintain and manage CEO and Chairman’s appointment schedule by planning and scheduling meetings and travel
  • Identify and address the needs of leadership and perform administrative tasks to ensure our company’s workflow runs smoothly
  • Act as the point of contact among executives, employees, and other external partners/clients
  • Act as the point of contact for building management and facilities team for both LA and NY offices, oversee any repairs, construction, or equipment building requests and ensure completion of projects
  • Responsible for sending any and all companywide communication emails and partners with HR to develop and implement office policies by setting up procedures and standards to guide the operation of the office
  • Prepare presentations, manage, and coordinate reoccurring meetings for Leadership team and Board of Directors
  • Manage Café Lounge and Game Room keeping them well kept, organized, and well stocked by managing weekly order of beverages and snacks, and monitoring inventory level of office supplies as needed
  • Coordinate logistics and catering needs for the office including company meetings and Fun Brigade events
  • Coordinate monthly parking for employees and parking validations with building
  • Greet visitors and notify the appropriate teams of guests including handling office logistics for on-site client visits
  • Supports the CFO and Finance teams opening, sorting, distributing, and scanning all incoming/outgoing mail correspondences and handles any additional office duties as needed

Qualifications

  • Bachelor’s degree desired
  • 2+ years of experience in an administrative role supporting C-level Executives
  • Passion for technology and making a major impact in a tech startup
  • Proficiency in Excel, PowerPoint and Outlook is required
  • Professional written and verbal communication skills
  • Ability to act without guidance
  • Ability to be discrete and maintain confidential information
  • Ability to work with customers and clients and be comfortable conducting negotiation terms as needed in a professional manner
  • Self-motivated, flexible and organized
  • Energetic professional who doesn't mind wearing multiple hats
  • Consistently proactive while using strong decision-making skills to problem solve
  • Team-player who operates in a fast-paced team-oriented setting and is enthusiastic about assisting others when needed
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