About Athletes First
Athletes First is a full-service athlete management firm that has been representing elite NFL players since its inception in 2001. Based in Southern California, with satellite offices in New York City, NY, Gainesville, FL, and Atlanta, GA. Athletes First is a staple in the sports representation business. Over the years, we've created a culture built around the two key components of our industry: exude extreme power while remaining intimately personal. Our mission is simple: Do the right things, with the right people, for the right reasons.

Role Overview
We are looking for a polished, proactive, and highly organized Executive Assistant to provide high-level support to our CEO and senior partners. This is an in-office role that sits at the center of our organization - you'll be the connective tissue that keeps leadership operating at its best. The ideal candidate thrives in a fast-paced environment, exercises strong judgment, communicates with confidence, and brings a forward-thinking approach to how work gets done.

Key Responsibilities & Duties

Executive Support

• Manage complex calendars for the CEO and multiple partners, including scheduling across time zones and coordinating with high-profile clients and contacts
• Prepare correspondence, briefing materials, agendas, and presentations for internal and external meetings
• Handle confidential information with the utmost discretion
• Anticipate needs proactively - staying one step ahead of leadership at all times
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries
• Track and reconcile expense reports
• Leverage loyalty programs and corporate card benefits strategically, including maximizing Amex points, airline miles, and travel perks to optimize value on bookings

Office Management

• Oversee day-to-day office operations to ensure a polished, professional, and well-functioning environment
• Manage vendor relationships, office supplies, and facilities coordination
• Serve as the primary point of contact for building management, IT support, and other service providers
• Manage office-related logistics for events and meetings
• Implement and maintain office systems, processes, and organizational tools
• Champion office culture by coordinating team celebrations, milestone recognition, and seasonal initiatives that foster a positive and connected workplace

Communication & Coordination

• Serve as the primary communications hub for leadership, screening inbound calls, emails, and inquiries with professionalism and sound judgment
• Review contracts and time-sensitive documents ahead of leadership signature, ensuring accuracy and flagging key terms or action items
• Coordinate across internal teams to ensure alignment and follow-through on action items
• Manage special projects and initiatives as assigned by the CEO or partners

AI & Technology

• Leverage AI tools (e.g., ChatGPT, Claude, Notion AI, or similar) to streamline workflows, draft communications, summarize content, and improve efficiency
• Stay current on emerging productivity tools and proactively recommend improvements
• Support the team in integrating AI-powered solutions into everyday operations

Qualifications

• 7-10+ years of executive assistant experience, ideally supporting C-suite executives
• Experience in sports, entertainment, talent representation, or a similarly fast-paced industry a strong plus
• Warm, approachable, and upbeat - you bring positive energy to every interaction and set the tone for the office
• Polished and professional in all communications, both written and verbal
• Demonstrated proficiency with AI tools and a genuine enthusiasm for leveraging technology
• Exercises the highest level of discretion and confidentiality when handling sensitive information
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• High emotional intelligence and professional maturity - you understand discretion implicitly
• Proficiency in Microsoft Office Suite and/or Google Workspace
• Ability to adapt quickly, stay calm under pressure, and problem-solve independently
• Bachelor's degree preferred
• Active notary certification a plus, or demonstrated willingness to become certified
• Ability to work in-office Monday-Friday 9:00am-5:30pm at Laguna Hills, CA location

What We Offer

• Medical, Dental, Vision & Life Insurance
• 401k Retirement Plan
• Cell Phone Reimbursement
• Unlimited PTO - we trust you to get the job done and take the time you need
• Exposure to the highest levels of professional sports and a front-row seat working alongside elite NFL athletes, coaches, and front office executives