Executive Assistant

Proactively anticipate scheduling conflicts and changing business priorities, ensuring the executive remains focused on the highest-impact initiatives. Build and maintain strong relationships across the organization and with external stakeholders, including Board members, clients, investors, executive leaders, and strategic partners.

• Partner closely with the Chief of Staff to support and manage the execution of executive priorities, coordinate key activities across the Executive Office, track deliverables, manage a highly complex and dynamic calendar, and oversee daily prioritization of activities.
• Proactively anticipate scheduling conflicts and changing business priorities, ensuring the executive remains focused on the highest-impact initiatives.
• Serve as a trusted extension of the Executive Office, exercising sound judgment and maintaining strict confidentiality.
• Act as a primary point of contact between the executive and internal and external stakeholders.
• Build and maintain strong relationships across the organization and with external stakeholders, including Board members, clients, investors, executive leaders, and strategic partners.
• Coordinate complex domestic and international travel arrangements, including detailed itineraries, travel documentation, visa requirements, and real-time adjustments across multiple time zones.
• Process expense reports and corporate card activities.
• Quickly absorb, retain, and act upon information shared during meetings, discussions, and informal interactions, ensuring timely follow-up and execution.
• Coordinate and facilitate executive meetings, including agendas, logistics, materials preparation, meeting notes, action tracking, and follow-up.
• Organize and support executive events, offsites, leadership meetings, customer engagements, and other high-profile business functions.
• Coordinate executive breakfasts, lunches, dinners, and hosted events, often with short notice and complex logistics.
• Prepare, edit, and manage executive correspondence, presentations, reports, and briefing materials.
• Assist with special projects and strategic initiatives as directed.
• Set up and troubleshoot video conferences, virtual meetings, and executive technology needs.
• Partner closely with Facilities, IT, Security, and other business functions to ensure seamless executive support.
• Establish and maintain efficient administrative processes and operational excellence standards.
• Collaborate with Executive Assistant peers and provide support and backup coverage as needed.
• Ensure the smooth operation of the Executive Office through proactive management of administrative and operational needs.
• Demonstrate the ability to support a global executive whose priorities span multiple time zones.

MPI does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual's status in any group or class protected by applicable federal, state or local law. MPI encourages applications from minorities, women, the disabled, protected veterans and all other qualified applicants.

Must be local to Carlsbad, California.Must have prior experience supporting c-level executives.

• Bachelor's degree preferred.
• 7+ years of experience supporting C-level executives, Presidents, Founders, or other senior leaders in complex, fast-paced organizations.
• Proven ability to manage competing priorities with exceptional organizational skills, attention to detail, and sound judgment.
• Demonstrated experience anticipating executive needs, exercising discretion, and handling highly confidential information.
• Excellent written and verbal communication skills, with the ability to interact professionally with executives, Board members, and external stakeholders.
• Strong problem-solving skills and a proactive, resourceful approach to executive support.
• Experience coordinating complex calendars, travel, meetings, and logistics across multiple time zones.
• Advanced proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Excel, Teams, and SharePoint.
• Ability to remain calm, adaptable, and solutions-oriented in a fast-paced environment.
• Must be able to work on-site in Carlsbad, California.

Technology

Applicants must be local to the Carlsbad area.