Executive Assistant Jobs

Executive Assistant to the Chief Operating Officer (COO)

Company: Trademark Venues

Location: Bonsall, CA

Position Type: Full-Time

About Trademark Venues:

Trademark Venues is a premier event management and hospitality company known for curating exceptional client experiences at our diverse range of venues. Starting with one venue in 2000, Trademark Venues has grown to six wedding venues, a beautiful client services hub, and aunique restaurant. We are pleased to have the ability to offer these venues and services to our wonderful clients for their special events and enjoyment. Just as importantly, we are pleased that our growth enabled us to employ more than 250 area people and contribute extensively to programs supporting our communities. With a reputation for hosting exceptional experiences, we are seeking a motivated and talented Executive Assistant to support our Chief Operating Officer (COO) in their mission to lead and drive our company's operational excellence.

Role Overview:

As the Executive Assistant to the COO, you will play a pivotal role in ensuring the seamless operation of our executive office. You will serve as the primary point of contact for the COO, maintaining their schedule, coordinating activities, and providing administrative support to enable them to focus on strategic initiatives. This position requires advanced to expert proficiency with Microsoft systems, exceptional organizational skills, and the ability to handle confidential information with discretion. However, it is more than administrative, you will be a leader by example, a problem-solver, and a change agent as we continue on our growth trajectory.

Key Responsibilities:

• Attend meetings, take detailed minutes, and follow up on action items to ensure timely execution.
• Maintain a strong working relationship with cross-functional teams and external partners, promoting effective collaboration.
• Organize and support company and departmental meetings and activities
• Screen and prioritize incoming communication, including emails, phone calls, and messages, ensuring efficient communication flow.
• Conduct research and gather information to support decision-making processes.
• Other tasks and projects as assigned.
• Act as the first point of contact for the COO, managing their calendar, scheduling appointments, and coordinating meetings, both internal and external.
• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Prepare and edit/review documents, presentations, reports, and correspondence, maintaining a high level of attention to detail and accuracy.
• Continuously optimize and streamline office procedures to enhance efficiency.

Qualifications:

• Discretion and confidentiality in handling sensitive information.
• Strong communication skills, both written and verbal.
• Bachelor's degree in Business Administration, Communication, Hospitality Management or a related field (preferred but not required).
• Proven experience as an Executive Assistant, Manager, or similar role supporting C-level executives.
• Exceptional organizational and multitasking abilities, with a keen eye for detail.
• Prior experience in the events or hospitality industry is a plus.
• Advanced to expert proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Trademark Core Behaviors:

• Ethics by Example
• Superior Service
• Remarkable Resilience
• Extraordinary Empathy
• Team Trademark

Why Join Trademark Venues:

• Opportunity to work closely with the COO and contribute to the success of a leading company in the events and entertainment industry.
• Dynamic and collaborative work environment that values innovation and creativity.
• Competitive compensation package and benefits.
• Room for professional growth and development within the organization.

If you are an organized, proactive, and adaptable individual with a passion for supporting executive leadership, we invite you to apply for the position of Executive Assistant at Trademark Venues. Join us in our pursuit of excellence and contribute to creating unforgettable experiences for our clients and partners.