Assistant to the President/CEO

**This is a part-time position, scheduled for approximately 20 hours per week. All work will be performed onsite at our Long Beach office.**

Are you the person who thrives in the fast lane, anticipates needs before they’re spoken, and can seamlessly manage competing priorities with professionalism and confidence?

We’re seeking an exceptional Assistant to serve as the right hand to our CEO. This is far more than a traditional administrative role—it’s an opportunity to become a trusted partner, strategic coordinator, and key contributor to the success of a growing organization. Pacifica Trucks, LLC (a division of Pacifica Logistics Group) is a company with ample advancement opportunities. Since our inception in 2004, our talented and valued employees have been committed to providing exceptional customer service through an ecosystem of cutting-edge technologies. We specialize in drayage, container storage, and brokerage services to help build a sustainable and lean supply chain. As a logistics company, we are fully committed to social responsibility, the environment, and the communities we live and work in. One of our major initiatives is to embrace the Clean Truck Program since we are committed to zero emissions and clean air.

The ideal candidate is highly organized, resourceful, discreet, and proactive. You’ll be at the center of critical business activities, helping to keep priorities aligned, communications flowing, and initiatives moving forward. If you enjoy solving problems, creating order from complexity, and making a meaningful impact every day, we’d love to hear from you!

Job Summary

The Assistant to the President/CEO will be expected to work side by side with the CEO. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. Must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Experience with project and document management is a must.

Essential Duties and Responsibilities include the following. Other duties may be assigned

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  Managing Schedules
  • Coordinate and manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements – both personal and work-related.
• 
  Communication Handling
  • Act as a gatekeeper for the CEO, filtering, managing, responding to and following up on emails, phone calls, and other forms of communication.
• 
  Information Management
  • Organize and maintain confidential information, including corporate governance, contracts and agreements, usernames and passwords, bill payments, files, and records related to the CEO’s work.
• 
  Administrative and Personal Support
  • Handle administrative tasks such as drafting correspondence, taking and distributing meeting notes, preparing reports, creating PowerPoint presentations, and maintaining documents. Will also perform personal errands and tasks such as picking up dry cleaning and pharmacy medications, taking the car to get services/fueled, as well as various tasks related to home management.
• 
  Meeting Preparation
  • Assist in preparing materials, agendas, and briefs for meetings the CEO attends or leads.
• 
  Event Coordination
  • Plan and coordinate company events, conferences, or other special occasions involving the CEO.
• 
  Decision Support
  • Conduct research and provide background information to assist the CEO in making informed decisions.
• 
  Project Management
  • Managing special projects or initiatives that the CEO is overseeing.
• 
  Expense Management
  • Handle expense reports, reimbursements, and budget tracking for the CEO.
• 
  Problem Solving
  • Address various issues and challenges that arise in the course of CEO’s work.
• 
  Confidentiality
  • Maintain a high level of confidentiality regarding sensitive information.
• 
  Travel Arrangements
  • Organize travel plans, including flights, accommodation, and transportation for the CEO’s business trips.
• Other projects and tasks, as assigned.

Supervisory Responsibilities

This job has no supervisory responsibilities.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor’s degree required; three to five years related experience and/or training; or equivalent combination of education and experience. Experience handling non-profit corporation governance is desired, but not required.

Language Skills

Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors. Bilingual English/Spanish is a plus.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Computer Skills

To perform this job successfully, an individual should have advanced proficiency in Microsoft Office (PowerPoint, Visio, Outlook, Microsoft Project, Excel, and Word), Adobe Acrobat, and social media web platforms.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl, and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is frequently exposed to the risk of electrical shock. The employee is occasionally exposed to wet and/or humid conditions; moving mechanical parts; high, precarious places; fumes or airborne particles; toxic or caustic chemicals; outside weather conditions; extreme cold; extreme heat; and vibration. The noise level in the work environment is usually moderate.