Executive Assistant at Bluecore Energy HQ in Long Beach

Job description

• The Executive Assistant works directly with the CEO to keep his schedule and inbox running smoothly. You will manage a calendar that covers all work events and, at times, coordinates personal commitments around them, keep email organized and moving, and arrange travel as needed. This is an on-site role in Long Beach for someone organized, proactive, and comfortable with the pace of an early-stage company.

Responsibilities

• Manage the CEO’s calendar, including all work events and, at times, coordinating personal scheduling around work commitments.
• Support the CEO’s inbox by sorting mail into what he needs to answer himself and what should be forwarded to the appropriate lead, then following up so forwarded items do not stall.
• Schedule and confirm meetings across internal teams, investors, regulators, partners, and suppliers, and adjust quickly when plans change.
• Work with our Marketing Lead to coordinate press interviews, and appearances.
• Partner with our Recruiting Lead to coordinate Kofi's availability for candidate interviews.
• Arrange travel, including flights, ground transport, lodging, and detailed itineraries for site, shipyard, national lab, and regulator visits.
• Prepare the CEO for meetings with agendas, pre-reads, and briefing notes, then track follow-ups to completion.
• Prepare and submit expense reports and keep the CEO’s recurring administrative items on schedule.

Requirements

• 5+ years supporting a senior executive, ideally a CEO or founder, in a fast-paced environment.
• Experience managing a complex, frequently changing calendar across time zones.
• Experience supporting an executive’s inbox, including sorting mail and routing items to the right people.
• Excellent written communication and the ability to match another person’s tone and voice.
• Track record of handling sensitive business and personal information with discretion.
• Highly organized with strong follow-through, comfortable anticipating needs and working without close direction.
• Availability to travel occasionally in support of the CEO.
• Experience at an early-stage hardware, energy, maritime, aerospace, or defense company.
• Fluency with Google Workspace, Slack, and standard travel and expense tools.
• Experience coordinating schedules with assistants and teams at outside organizations.
• Experience supporting an executive on both professional and personal logistics.

Skills

Required

• Excellent written communication
• Highly organized
• Strong follow-through
• Comfortable anticipating needs
• Working without close direction
• Discretion
• Proactive
• Google Workspace
• Slack
• Travel and expense tools