Executive Assistant to the CEO

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Training & development
• Vision insurance
  
  
  

The Executive Assistant (EA) plays a critical role in supporting Coastline Equity’s strategic growth by directly enabling the CEO’s effectiveness. The EA proactively manages scheduling, communications, and operational processes, ensuring that the CEO remains focused on strategic initiatives and high-impact activities. The ideal candidate is motivated, anticipates needs intuitively, demonstrates discretion and seeks substantial opportunities for professional growth.

The candidate must exemplify Coastline Equity's core values: Customer First, Growth Mindset, and Equity for All.

Essential Functions

Calendar & Time Management:

• Proactively and strategically manage and optimize the CEO’s calendar, ensuring alignment with organizational priorities.
• Anticipate scheduling conflicts and resolve them independently to maintain the CEO's focus on essential tasks.
• Arrange travel and meetings, preparing comprehensive briefs well ahead of engagements.
  
  
  

Communication Management:

• Uphold Coastline Equity’s "Same Day Response" standard by efficiently managing the CEO’s email and communications.
• Draft, proofread, and finalize high-quality, accurate correspondence and presentations reflective of company voice and standards.
  
  
  

Operational Excellence & Technology Management:

• Oversee office technology, maintaining Microsoft 365, HubSpot, and Teams platforms, ensuring operational efficiency and robust data security.
• Proactively resolve technical issues, working closely with external IT providers.
• Identify and implement technology improvements to streamline workflows and enhance productivity continuously.
  
  
  

Client & Stakeholder Relations:

• Actively manage client follow-ups, communications, thank-you notes, and personalized gestures post-CEO engagements.
• Serve as a professional and positive representative of Coastline Equity, embodying its commitment to exceptional client service.
  
  
  

Communication & Documentation:

• Establish clear, organized electronic filing system to manage confidential information effectively.
• Provide concise, accurate, timely updates to the CEO, internal teams, and external stakeholders.
• Implement and adhere to established SOPs, ensuring all communications meet the same-day response standard.
  
  
  

Team & Culture Support:

• Collaborate closely with the Office Manager for budget management, office supplies, expense tracking, and event coordination.
• Lead the planning and execution of culture-enhancing events, reinforcing Coastline Equity’s commitment to team-building, recognition, inclusivity, and growth.
  
  
  

Client Relations & Personalization:

• Develop and manage a thoughtful client gift and thank-you card system to reinforce relationships post-CEO engagements.
  
  
  

Decision-Making & Problem-Solving:

• Independently manage and prioritize inbound communications, delegating or escalating appropriately to ensure efficient resolutions.
• Quickly assess the urgency and importance of issues, taking decisive action with minimal oversight.
  
  
  

Requirements

Competencies

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication proficiency.
• Technical skills, specifically Microsoft Office Suite, HubSpot and willingness to master additional platforms.
• Proactive problem-solving and the ability to anticipate the CEO’s and organization's needs.
• Proven ability to manage multiple tasks efficiently and independently.
  
  
  

Ideal Candidate Attributes

• Takes ownership and accountability for tasks, following through consistently to completion.
• Demonstrates a balance of self-reliance and team collaboration.
• Maintains composure, adaptability, and flexibility under pressure.
• Embraces continuous improvement and demonstrates curiosity and resourcefulness.
  
  
  

Work Environment: Operates within a professional office setting, routinely using computers, telephones, video conferencing, and standard office equipment.

Travel requirement: Reliable transportation, valid driver’s license, and willingness to travel within a two-hour radius occasionally required.