Executive Assistant to Chief Executive Officer Job at PolarPro in Costa Mesa

Executive Assistant to Chief Executive Officer

Founded on the mission to improve the outdoor filming experience, PolarPro builds high-quality, adventure-ready products for creators worldwide. Headquartered in Costa Mesa, CA, we’re a fast-growing consumer brand driven by speed, creativity, and a love of adventure.

THE POSITION

We’re hiring a highly proactive, tech-savvy Executive Assistant to the CEO. This is not a traditional admin role. You’ll act as a trusted right hand, bringing structure, clarity, and execution to both business and personal priorities so the CEO can stay focused on what matters most.

This role is ideal for someone who thrives in fast-moving environments, anticipates needs, and enjoys owning systems end-to-end.

RESPONSIBILITIES

• Own and optimize the CEO’s calendar with a focus on priorities and leverage
• Triage email and Slack; draft responses and elevate thoughtfully
• Manage light finance workflows (bill pay, filings, vendors)
• Track initiatives and maintain accurate Monday.com project boards
• Coordinate legal documentation, contracts, and filings
• Maintain purchase orders and ERP records
• Build and manage the CEO’s LinkedIn and professional presence
• Pull data and insights quickly to support decisions
• Improve workflows using tools, automation, and AI where possible

PERSONAL SUPPORT

• Coordinate personal scheduling and logistics
• Provide occasional on-site or hands‑on support when needed

QUALIFICATIONS

• 4–7 years of professional experience, including 2+ years supporting a senior executive or founder in a fast‑paced environment
• Strong organizational skills and exceptional attention to detail
• Comfortable juggling business and personal priorities
• Tech‑forward and quick to learn (Slack, Monday.com, ERP systems, AI tools)
• Clear, confident written and verbal communication
• Proactive, resourceful, and comfortable operating with minimal direction
• Strong judgment and a bias toward action

WHY THIS ROLE

• Direct partnership with a founder at the center of the business
• High trust, high autonomy, real ownership
• Exposure across operations, product, finance, and strategy
• Opportunity to grow with the company over time

Seniority Level

• Mid‑Senior level

Employment Type

• Full‑time

Job Function

• Administrative

Industries

• Photography