Executive Administrative Partner with Finding Mastery
El Segundo, CA
Executive Office /
Full-time /
Hybrid
POSITION OVERVIEW
Title: Executive Administrative Partner
Company: Finding Mastery
Location: El Segundo, CA
In-Office Days: Monday - Thursday
Reports to: CEO/Founder
ABOUT FINDING MASTERY
Finding Mastery is a high-performance psychology consulting and media agency. Our primary focus is working with leaders, teams, and organizations so they can thrive at the intersection of high performance and well being. After spending decades working with the world’s best in high-pressure environments—from Fortune 10 CEOs to Olympians and Paralympians to world record holders—Finding Mastery helps innovative companies solve the most dynamic and complex human performance challenges.
ABOUT THE FOUNDER
Finding Mastery was founded by Dr. Michael Gervais, one of the world’s top high-performance psychologists and leading experts on the relationship between the mind and human performance.
Dr. Gervais has spent his career being called on by the best of the best across the worlds of business, sport, the arts, and science when they need to achieve the extraordinary.
Dr. Gervais is also the founder and host of the Finding Mastery Podcast, the co-creator of the Performance Science Institute at USC, and his work has been featured by NBC, ABC, FOX, CNN, ESPN, NFL Network, Red Bull TV, The Wall Street Journal, New York Times, Outside Magazine, WIRED, ESPN Magazine and more. He is also the author of The First Rule of Mastery, a USA Today Bestseller.
POSITION SUMMARY
We are hiring a high-performing Executive Administrative Partner to operate alongside Dr. Michael Gervais, CEO and Founder, as his right hand in day-to-day execution. This is a fast-paced, high-responsibility role that requires sharp judgment, operational discipline, and the ability to anticipate, prioritize, and drive outcomes with precision.
This individual will serve as a partner and extension of the CEO—commanding the calendar, owning key workflows, managing high-stakes communication, and traveling as needed to ensure seamless execution. Whether shielding the CEO’s time, coordinating complex logistics, or keeping priorities moving forward, this role is about amplifying impact by handling the details with excellence and discretion.
The ideal candidate is calm under pressure, thrives in high-performance environments, and brings both operational rigor and people-savvy to the role. This is a rare opportunity for someone who wants a front-row seat to the inner workings of a top-performing founder and leadership consultancy—and who’s ready to step in, take ownership, and raise the bar.
While the primary focus will be on core administrative responsibilities, there is opportunity over time to take on additional projects or responsibilities based on interest, performance, and organizational need. The role offers potential for professional growth within a dynamic and evolving organization.
ESSENTIAL DUTIES AND RESPONSIBILITIES
This role provides high-level strategic and administrative partnership to the CEO, enabling him to operate at maximum impact. The Executive Assistant serves as a trusted partner: owning systems, managing communications, and anticipating needs across a dynamic range of business activities. This position requires exceptional judgment, operational excellence, and the ability to navigate shifting priorities with calm and confidence.
EXECUTIVE SUPPORT & TIME MANAGEMENT
- Manage a dynamic calendar with precision; adapt swiftly to shifting priorities while aligning time with strategic goals
- Proactively schedule meetings and protect focus time, ensuring the CEO is spending time where it matters most
- Serve as a gatekeeper and force multiplier; anticipate needs, resolve conflicts, and keep priorities on track
- Triage and manage the CEO’s inbox; compose responses, flag time-sensitive issues, and ensure nothing slips through the cracks
- Provide light assistance on personal tasks (e.g., scheduling appointments, coordinating logistics) that directly enable the CEO’s ability to perform in his role
STRATEGIC PREPARATION & EXECUTION
- Lead preparation for meetings, events, and key deliverables; organize materials, align inputs, and ensure clarity ahead of time
- Partner cross-functionally to ensure the CEO is well-prepared to show up at his best for all interactions, whether internal or external
- Take the lead on post-meeting follow-up; synthesize action items and ensure accountability across teams, helping to turn conversations into execution
TRAVEL & ONSITE LOGISTICS
- Manage all travel logistics; book flights, accommodations, and develop frictionless itineraries that align with strategic priorities
- Travel with the CEO to key engagements, function as a logistics lead and thought partner on the ground
- Oversee onsite logistics and final-mile prep; ensure smooth execution of events, meetings, and speaking engagements
SYSTEMS & OPERATIONS
- Develop and refine systems, processes, and workflows that drive clarity, efficiency, and seamless execution
- Manage expense reporting and reimbursement processes with speed and accuracy (e.g., Expensify)
- Oversee day-to-day office operations, including snacks, supplies, mail, maintenance to keep the environment running smoothly
COMMUNICATIONS & RELATIONSHIP MANAGEMENT
- Serve as a liaison between the CEO and internal/external stakeholders; ensure timely, professional, and context-rich communication
- Uphold the highest level of discretion and confidentiality across all business and personal matters
WHAT POSITIONS YOU FOR SUCCESS
- 5+ years of experience in high-level executive or administrative roles, ideally supporting a CEO, founder, or public-facing leader in a high-performance environment
- Proven ability to command a complex calendar, streamline travel, and manage personal/professional logistics with precision
- Operates with a “lead from behind” mindset; anticipates needs, clears obstacles, and drives execution without fanfare
- Trusted operator with sound judgment, emotional intelligence, and a strong presence; earns confidence quickly and handles sensitive matters with care
- Thrives in team environments and values collaboration; builds strong internal partnerships to move initiatives forward
- Self-motivated and performance-driven; takes ownership, raises standards, and looks for ways to make the system better
- Steady under pressure; able to manage ambiguity and pivot seamlessly when priorities shift
- Strong communicator; sharp in both written and verbal expression, and able to speak on behalf of the CEO when needed
- Skilled at refining workflows, implementing systems, and using tools to bring clarity and efficiency
- Fluent in Microsoft 365, expense software (e.g., Expensify), project management tools (e.g., Monday.com), and modern travel platforms
- Willing to travel 1–2 times per month
- Maintains a high level of confidentiality, professionalism, and presence at all times
DIVERSITY, EQUITY, AND INCLUSION
Finding Mastery is proud to offer equal employment opportunity to qualified individuals without regard to race, religion, color, national origin, age, gender, disability, sexual orientation, gender identity, gender expression, marital status, veteran status, or any other characteristic protected by law. We strongly believe that cultivating a diverse workplace gives a company strength. The combination of unique skills, abilities, experiences, and backgrounds creates an environment that produces extraordinary results.
