Executive Assistant & Project Coordinator in Long Beach, California at ROCK STEADY PRODUCTIONS LLC

The Executive Assistant & Project Coordinator is a key support role for the President and the broader organization. This position is ideal for someone who naturally takes ownership, follows through, stays organized, and enjoys figuring out what needs to happen next.

You will manage and follow up on the President’s priorities, coordinate smaller projects and business initiatives, communicate with employees and outside partners, and provide administrative and occasional personal-assistant support.

The successful candidate will not simply wait for the next task. They will anticipate needs, keep projects moving, identify potential problems, follow up consistently, and close the loop on outstanding items.

This is a hands-on position in a fast-paced environment where priorities can change quickly. The ability to move comfortably between executive support, project coordination, administrative work, and special assignments is essential.

• Manage and maintain a centralized list of the President’s priorities, assignments, commitments, and pending decisions.
• Turn conversations, meetings, emails, and verbal direction into clear action items and deadlines.
• Follow up with employees, vendors, clients, contractors, and other contacts to ensure commitments are completed.
• Keep the President informed of progress, upcoming deadlines, outstanding items, and issues requiring attention.
• Resolve routine matters independently whenever possible.
• Help protect the President’s time by organizing information and bringing forward solutions rather than simply identifying problems.
• Anticipate scheduling, administrative, and logistical needs.

• Coordinate smaller projects, business initiatives, facility matters, acquisitions, and special assignments.
• Maintain project timelines, task lists, budgets, purchases, deliverables, and supporting documentation.
• Coordinate with employees, vendors, clients, contractors, and service providers.
• Request and organize quotes and assist with comparing options and coordinating approvals.
• Schedule meetings, deliveries, installations, service appointments, inspections, and other project activities.
• Track estimates, invoices, receipts, purchases, and change requests.
• Identify delays, risks, and unresolved issues and recommend appropriate next steps.
• Follow projects through completion and ensure closeout items and records are organized.

• Manage calendar appointments, meetings, reminders, and scheduling priorities.
• Prepare correspondence, reports, spreadsheets, presentations, and meeting materials.
• Organize files, records, communications, and reference materials.
• Prepare for meetings by gathering information, confirming logistics, and documenting follow-up items.
• Draft and coordinate routine communications on behalf of the President.
• Assist with travel arrangements, reservations, itineraries, and related logistics.
• Handle confidential company, employee, financial, client, and personal information with discretion.

• Assist with occasional personal appointments, reservations, purchases, errands, and administrative tasks.
• Help coordinate personal and professional commitments.
• Research products, services, vendors, events, and other requested matters and present organized options.
• Maintain a high level of professionalism and discretion when handling personal or confidential information.

• Support company-wide administrative initiatives and special projects.
• Maintain organized electronic and physical records.
• Assist with data entry, document preparation, filing, and other administrative tasks as needed.
• Provide administrative support to other departments when directed by the President.
• Take on additional responsibilities as the company’s needs evolve.

• Proactive: You see what needs to be done and take action without waiting to be reminded.
• Highly organized: You can manage multiple projects, deadlines, conversations, and priorities without losing track of details.
• Accountable: When you take ownership of something, you follow it through to completion.
• Resourceful: You are comfortable researching answers, finding solutions, and figuring things out.
• A strong communicator: You communicate clearly, professionally, and consistently.
• Detail-oriented: You catch missing information, deadlines, discrepancies, and potential problems.
• Discreet: You understand the importance of confidentiality when working with executive, financial, employee, client, and personal information.
• Adaptable: You can shift priorities and remain composed when the day does not go according to plan.
• Solutions-oriented: You don't just bring problems forward — you think through possible solutions and next steps.

• 2+ years of experience in executive assistance, administrative support, project coordination, office management, or a related role.
• Strong organizational and time-management skills.
• Demonstrated ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Strong follow-through and ability to work independently.
• Strong research, documentation, and problem-solving abilities.
• Proficiency with Microsoft Office, Google Workspace, calendars, task-management platforms, and standard business software.
• Ability to learn new software and systems quickly.
• Valid driver’s license and reliable transportation for occasional company-related errands, appointments, or project needs.

• Experience supporting an owner, President, CEO, or other senior executive.
• Experience working in a small or growing business.
• Experience coordinating vendors, facilities, purchasing, construction, installations, or operational projects.
• Experience creating project trackers, budgets, status reports, or executive task lists.
• Experience working in a fast-paced environment where priorities frequently change.

• Primarily office-based with occasional work in a shop or operational environment.
• Occasional local travel for company-related errands, meetings, appointments, or project needs.
• Ability to communicate by phone, email, video conference, and in person throughout the workday.
• Ability to occasionally adjust working hours when time-sensitive business or project needs arise.