Job Description:

We are seeking an Executive Assistant to provide high-quality administrative support to multiple C-level executives. Reporting to the CEO's Chief of Staff, the ideal candidate will have a strong focus on complex calendar management, travel, expenses, and meeting coordination. The role anticipates needs, coordinates routine requests across the leadership team, and provides light project and materials support as needed.

Primary Objectives

Executive Support
Protect time by managing schedules, travel, expenses, communications, and day-to-day administrative needs with sound judgment and discretion.

Meeting and Event Coordination
Ensure executive meetings, onsite Board meetings, leadership offsites, Town Halls, and other key gatherings are well organized and supported.

Administrative and Project Coordination
Keep routine executive-office requests moving, maintain simple trackers and follow-ups, and contribute to briefs, assessments, or presentation materials based on business needs and individual capabilities.

Detailed Job Duties

Executive Support

Own and actively manage complex calendars, resolving conflicts, protecting focus time, and ensuring schedules reflect business priorities.

Coordinate internal and external meetings across time zones, including invitations, room reservations, video conferencing, and other logistics.

Coordinate domestic and international travel, prepare clear itineraries, respond to changes as needed, and prepare expense reports for assigned executives.

Help manage executive correspondence, scheduling requests, and follow-ups as requested.

Anticipate administrative needs and address issues before they disrupt the executives' schedules.

Maintain strict confidentiality and exercise sound judgment in all interactions.

Meeting and Event Support

Prepare meeting agendas, assemble materials, and confirm that executives have the information they need in advance.

Provide light logistical support for monthly Town Halls, leadership offsites, and larger company meetings involving the Executive(s).

Support two to three onsite Board meetings each year, including scheduling, rooms, catering, materials, and onsite logistics.

Attend meetings to take notes or track follow-ups when specifically requested.

Provide occasional administrative support to the Chairman of the Board, including assistance with submitting a monthly invoice.

Administrative and Project Coordination

Coordinate routine administrative requests across the Executive Leadership Team while keeping the Executive(s) as the primary focus.

Route NDAs, contracts, and other documents for review and signature, and follow up to ensure completion.

Maintain simple trackers, timelines, and recurring executive-office processes while supporting light project coordination, next-step tracking, and stakeholder follow-up.

Conduct basic research and help prepare concise briefs, summaries, assessments, presentations, or other executive materials based on business needs and individual capabilities.

Provide occasional administrative support to other senior leaders based on business needs.

Qualifications

To perform this job successfully, an individual must be able to perform each job duty satisfactorily. The requirements below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Must Haves

Minimum 5 years of executive assistant or senior administrative experience supporting executive leadership level..

Minimum 3 years experience supporting a C-suite executive or equivalent leaders in private equity, management consulting or venture capital.

Demonstrated success managing complex calendars, travel, expenses, and meeting logistics.

Strong proficiency in Google Workspace and Microsoft Office.

Clear written and verbal communication skills, including the ability to prepare concise summaries and professional correspondence.

Strong organizational skills, attention to detail, and a proactive working style, with the ability to manage competing priorities and follow through with limited oversight.

Excellent judgment, professionalism, discretion, and interpersonal skills.

Ability to work four days per week in the El Segundo office, with flexibility based on executive and business needs.

Availability for rare after-hours or weekend support when exceptional business needs arise.

The Nice to Haves

Bachelor's degree preferred.

Experience directly supporting multiple C-level executives

Experience coordinating onsite Board meetings, leadership offsites, or company-wide meetings.

Familiarity with eSignature platforms and routine contract or NDA routing.

Experience preparing executive briefs, trackers, or presentation materials.

Interest in taking on broader project or executive-office support based on business needs.

What Success Looks Like

Executives' calendars, travel, expenses, meetings, and administrative requests are managed accurately and on time.

Routine requests and signature processes move forward without repeated follow-up from the Chief of Staff or executives.

Briefs, summaries, and trackers are concise, reliable, and easy to use.

Overall trust in the Executive Assistant's judgment, professionalism, discretion, and follow-through.

The role remains grounded in excellent executive support while offering opportunities to contribute more broadly based on interest and capability.

Pay Transparency:

The anticipated base salary range for this position is $120,000-$140,000. The final salary offered to a successful candidate will be dependent on several factors that may include, but are not limited to: the type and length of experience within the job, type and length of experience within the industry, the type and length of knowledge and skills for the position, education, training, etc. Prodege is a multi-state employer, and final compensation within this range could be impacted by work location. Please note that the compensation details listed in US role postings reflect the base salary only and do not include bonus, equity, or benefits.

Prodege Benefits:

Prodege offers a comprehensive benefits package to US full-time employees, including medical, dental, vision, short-term disability, long-term disability, and basic life insurance. Employees receive flexible PTO, plus paid sick leave prorated based on hire date, and eight paid holidays throughout the calendar year.