Executive Assistant to CEO

About the Role

BKM Capital Partners, a rapidly expanding firm headquartered in Newport Beach, California, is seeking an Executive Assistant to serve as a strategic and trusted collaborator for both the CEO and CFO. This pivotal in-office position entails high-level support across a range of functions including communications, scheduling, travel logistics, project coordination, and maintaining critical stakeholder relationships. The role demands a proactive, detail-oriented professional who excels in a dynamic, mission-driven environment and is capable of managing complex priorities and confidential information independently.

Key Responsibilities

• Act as an integral extension of the CEO and CFO by understanding their priorities, communication preferences, and key business objectives.
• Proactively anticipate needs, potential challenges, and decisions to prepare necessary materials and mitigate risks ahead of time.
• Own execution of executive action items by tracking commitments, assigning responsibilities, and ensuring deadlines are met.
• Maintain a comprehensive overview of executive calendars, strategic initiatives, and priorities to focus attention on high-impact business matters.
• Prepare executives thoroughly for meetings by compiling objectives, materials, and outstanding questions.
• Exercise sound judgment in handling issues independently or escalating when appropriate and represent executives professionally internally and externally.
• Continuously improve executive workflows, communication, and decision-making processes by implementing effective solutions.

• Manage complex, ever-changing calendars for the CEO and CFO, prioritizing engagements aligned with business goals.
• Resolve scheduling conflicts promptly to protect focus time and allow for preparation and transitions.
• Ensure meetings are supported with agendas, context, and required materials, coordinating with internal contacts as needed.
• Arrange investor calls and virtual meetings using platforms such as Zoom.

• Organize comprehensive travel plans including flights, accommodations, and transportation tailored to executive preferences and priorities.
• Prepare detailed itineraries and monitor for any changes or disruptions.

• Serve as the primary contact for executive office communications, managing the CEO's inbox by responding, drafting, filtering, and prioritizing correspondence.
• Draft executive correspondence, presentations, and reports for various meetings.
• Engage directly with management and staff on executive initiatives as necessary.
• Attend executive meetings to capture decisions and action items, ensuring follow-up until completion.
• Maintain confidentiality and handle after-hours communications as required.

• Support planning and execution of investor events, special projects, and strategic initiatives.
• Track critical dates, milestones, and dependencies across leadership priorities.
• Manage follow-up with staff and partners to ensure accountability for deliverables and timelines.
• Conduct research and data analysis, preparing reports and departmental updates.
• Identify and recommend operational improvements.

• Assist the CEO with personal errands including daily meals, appointment coordination, travel planning, bill payments, and household management tasks.
• Coordinate with external personal contacts such as property managers and personal assistants.
• Organize and reconcile expense reports for executive activities in line with company policies.
• Maintain organized digital and physical filing systems.

• Build and manage professional relationships internally and externally with executives, clients, partners, and board members.
• Prioritize and address incoming issues directed to executive leaders.
• Keep the CEO and CFO informed of responsibilities, risks, and pending matters through efficient communication and follow-up.

Desired Competencies

• Exceptional verbal and written communication skills with executive presence and tact.
• Proactive problem-solving skills with strong decision-making under pressure.
• Emotional intelligence to foster internal relationships and influence outcomes.
• Highly resourceful and effective both in teamwork and independent work environments.
• Ability to maintain confidentiality and adapt to competing priorities while delivering excellent service.
• Forward-thinking approach to anticipate needs and propose practical solutions.
• Strong business insight and commitment to understanding company operations and leadership priorities.

Qualifications

• Bachelor’s degree strongly preferred.
• Between five to ten years of progressive experience supporting C-suite executives, including CEO and/or CFO roles, ideally within commercial real estate, investment management, finance, legal, or other demanding professional sectors.
• Intermediate proficiency with Adobe Creative Suite applications such as InDesign, Illustrator, Photoshop, and Acrobat Pro.
• Working knowledge of Microsoft Office tools including Word, Excel, PowerPoint, and Visio.
• Advanced expertise in Microsoft Outlook calendaring, managing complex schedules involving multiple executives and stakeholders.

Benefits

• Competitive salary with eligibility for bonuses.
• Inclusive medical, dental, vision, life insurance, and disability coverage, plus pet insurance options.
• Paid time off to support work-life balance.
• 401(k) retirement plan with company matching contributions.
• Access to professional development resources.
• Enjoy a vibrant work culture with amenities like indoor basketball/gym facilities, creative office space, team-building events, and company training opportunities.