Executive Assistant / Business Manager to the CEO & Senior Leadership Team

GSM Virtual is seeking an Executive Assistant / Business Manager to the CEO of a firm that designs, manufactures, and distributes foodservice apparel and supplies.

The EA will support both the CEO and the Senior Leadership Team, providing administrative, travel, personal, and strategic business support. This role goes beyond traditional executive support — serving as a trusted think partner and business\-minded collaborator who helps the CEO and leadership team operate at peak effectiveness. This role reports directly to the CEO, with a dotted line to the CFO / COO and President, Retail Brands. The Executive Assistant fields internal and external inquiries, acting as the first tier of contact for the CEO. Having excellent computer skills, oral and written grammar, strong writing skills, and sound business judgment is a key requirement to success in this role.

To be successful in this role, you should be well\-organized, have exceptional time management skills, an innate sense of urgency, discretion, and be able to act without guidance on the CEO’s behalf. The ideal candidate thinks proactively, anticipates needs before they arise, connects dots across conversations and priorities, and brings a business\-oriented mindset to every task — asking not just “what needs to be done” but “why it matters and what’s the best way to do it.”

This role requires working on\-site from the corporate office daily. Remote work is not an option for this position, although there will be days that are filled with travel between the office and the CEO’s home in addition to running errands.

Job Responsibilities:

• Make and manage complex business and personal travel arrangements, itineraries and agendas that may change on short notice
• Submit daily to\-do/task lists to the CEO together with required completion date for each task
• Communicate with the CEO and airlines consistently in advance of any trip to ensure upgrade availability and preferred seat/meal assignments
• Execute exceptional calendar management for the CEO, making sure that she doesn’t have any conflicts, understands the calendar for each day. Review the upcoming week’s calendar during the prior week for any changes with the CEO. Review the next day calendar events with the CEO daily for any last\-minute changes. Communicate with stakeholders to move appointments as necessary and making sure that the CEO is on\-time for all calendared events.
• Open \& clean the CEO’s office every morning before her arrival. Print a copy of the daily calendar and have ready on her desk before arrival. Recap important daily meetings with her upon arrival
• Prepare well\-structured pre\-read materials and decision briefs ahead of key meetings, so the CEO can walk in informed and ready to lead rather than catch up in the room
• Maintain a running awareness of the CEO’s strategic priorities and use that context to filter, triage, and sequence incoming requests — protecting her time and focus for highest\-value work
• Continuously audit the CEO’s workflow and the broader leadership team’s operational patterns to identify recurring friction points, redundant steps, or time drains, and proposing concrete process improvements before being asked
• Evaluate current tools, software, and systems used by the CEO and Senior Leadership Team. Research better alternatives where gaps exist, present options with a clear recommendation, and manage the transition when a change is approved
• Build, document, and maintain SOPs for all recurring tasks, not just as a reference binder, but as a living system that is updated whenever a process changes, so institutional knowledge is never lost and onboarding is seamless
• Look for opportunities to batch, automate, or delegate lower\-value tasks, actively reducing the manual workload on the CEO and leadership team so their bandwidth stays concentrated on strategic decisions
• Track time and cost patterns across vendors, subscriptions, and service providers. Flag renewals in advance, identify redundant spend, and surface consolidation opportunities that reduce overhead without sacrificing quality
• After high\-volume or high\-complexity periods (travel, events, audits, board prep), conduct a brief retrospective — noting what worked, what broke down, and what should be done differently next time — and update SOPs accordingly
• Handle a variety of property management tasks for personal and vacation rental properties including scheduling maintenance and repairs, drafting rental agreements, reviewing utility bills. Directly communicate with and manage tenant needs without the involvement of the CEO. Respond to all issues within two hours and have a resolution plan or quotes for next steps within a maximum of 48 business hours
• For any property (rental or home) issues including Aspen, the EA must secure a minimum two\-to\-three quotations for repair within two business days. For repair related issues in the Los Angeles area, it is required for the EA to meet the service provider on site
• Handle external and personal tasks including running errands, banking, personal bills, petty cash, home management, office supplies, grocery shopping, dry cleaning, picking up prescriptions, etc. within a maximum of 24 hours from the initial request. Make sure that no bill is paid late unless directed otherwise by the CEO
• Review the American Express bill every two weeks. Identify each charge as legitimate and then classify as personal or business, pre\-coding each business related expense with the correct GL code. Review with the CEO to clarify any expenses that need confirmation and that the coding is correct before submission to finance
• Batch tasks for efficiency, especially those tasks that require external travel. Schedule daily tasks to minimize time out of office as well as take advantage of routing that creates the most efficient mileage for the company
• Handle all memberships and accounts for the CEO, making sure that they are current and renewed prior to expiration if necessary
• Manage vacation rental on Airbnb and VRBO, maintain calendars up to date to prevent double bookings, coordinate housekeeping, answer guest questions, adjust daily rates accounting for low and peak season
• Review vacation rental pricing with CEO monthly, planning 12 months out. Synchronize pricing between Airbnb and VRBO with any updates immediately
• Respond to all vacation rental inquiries within a maximum two hours of receipt
• Complete monthly Aspen taxes by the 5th of the following month for review with CEO or person assigned by CEO. Submit tax forms and payment to Aspen no later than the 10th of each month
• Check the Aspen portal bi\-weekly, making sure that all filings, document requests, permits, payments, etc. are up to date and complete
• Respond to any vacation rental guest concerns within a maximum of one hour from initial receipt. Resolve issue or have an action to plan for resolution within three hours
• Keep all Airbnb \& VRBO listing full up to date, incorporating changes or learnings from tenant activity to make it a more complete experience for future guests
• Coordinate housekeeping and handyman schedules for vacation rental listings in Aspen to ensure the home(s) are cleaned are ready to go for the next guest the same day as the previous guest checks out
• Write reviews for all vacation rental guests within 48 hours of checkout. Confer with housekeeping on the condition of the home after guest checkout before writing reviews. Anything other than a 5\-star review should be approved by either the owner or the person she designates before the review is posted
• Complete a broad variety of administrative tasks that include managing an active calendar of business and personal appointments, composing, and preparing correspondence, and compiling documents and materials
• Complete administrative tasks for Senior Leadership as requested
• Coordinate dining reservations and personal requests including shopping as necessary for groceries, home items, vehicle maintenance and gas, etc.
• Communicate with household vendors (housekeeper, handyman, etc) providing instruction on necessary tasks and deadlines
• Handle personal research and requests (travel, shopping, interior décor, household) to leverage CEO’s time effectively
• Manage and submit timely expense reports for CEO and Senior leadership
• Communicate on the CEO’s behalf, coordinating logistics for high\-level internal and external meetings
• Communicate directly and on behalf of the CEO with staff, visitors, and others on matters as directed
• Assist with writing internal and external written communications, including memos, emails, and letters with exceptional grammar and clarity
• Assists in coordinating meeting agendas, takes minutes, prepares recaps and follows up on assigned action items
• Gather information and documents needed by the CPA for tax filing on both personal and vacation/property rentals within 24 hours of request
• Manage the CEO’s contacts making sure they are up to date in both her phone and computer
• Manage the CEO’s username and login passwords for all accounts making sure they are up to date in both her phone and the company secure password storage software recording changes immediately as made in both platforms
• Act as an IT helpdesk for the CEO. Fully manage Zoom and Teams, making sure that the meeting is setup and fully working on the CEO’s preferred device prior to any meeting
• Order / pickup lunch daily for the senior leadership team as requested
• Assist the CEO with daily office and personal administrative duties
• Manage all inbound and outbound sample request for Retail Brands, making sure that samples ship the same day as requested when received by 3:00 pm pacific. Log all inbound samples and have delivered to the appropriate department/contact within three hours of receipt
• Assist the President, Retail brands with sales meeting presentations and organize any pre\-meeting samples, printing, etc. Track any samples to make sure they are delivered and contact the receiver to make sure all meeting samples are received complete and in good condition
• Create a binder with clear and concise SOP’s for all job functions required by the CEO
• Other tasks and duties as assigned

Hours:

This role operates primarily during traditional business hours Monday through Friday. There is requirement for 24 hour / 365 availability as needed. All tasks should be completed the same day or by the deadline set by the requestor. Manage responsibilities within the 8\-hour workday. There will be times when overtime is required to manage properties or support the CEO during travel and in the event of emergency situations that require 24 / 7 attention. Overtime must be pre\-approved by the CEO.

Pay: $100,000\.00 \- $130,000\.00 per year

Work Location: In person