Executive Assistant

Administrative Irvine, California


Description

JOB SUMMARY:

The Executive Assistant will be responsible for performing a variety of administrative tasks for C-level Executives within the organization. Ideal candidate is high energy, self-motivated, adapts well to change in a fast-paced environment with strong communication skills. He or she will be responsible for the organization and prioritization of tasks, serve as first point of contact for executives, and anticipate needs to keep day-to-day activities and schedules running smoothly.

ESSENTIAL RESPONSIBILITIES:

  • Manage active meeting calendars across multiple sites and ensure schedules are followed
  • Organization of Executive’s daily activities, including prioritization of tasks and initial screening of communications
  • Serve as first point of contact for executive, acting as a “gatekeeper” to balance external requests with keeping Executive on task.
  • Prioritize conflicting needs, handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures
  • Effectively communicate with Executives to keep them informed of upcoming commitments and responsibilities, following up appropriately
  • Schedule/coordinate meetings and teleconference calls; including prep and distribution of materials and documentation of meeting minutes.
  • Arrange complex travel plans, itineraries, and agendas; and compile documents for travel-related meetings
  • Complete expense reports
  • Compose and prepare correspondence that is at times highly confidential
  • Prepare books and materials for Board, Executive and other meetings as needed
  • Plan and manage special events for staff, Board Members, etc. as needed
  • Receives Service of Process notices and logs them in and distributes to departments internally and externally (to investors)
  • Perform other duties and projects as assigned

EXPERIENCE REQUIREMENTS:

  • 8-10 years of recent experience supporting multiple C-level Executives
  • Excellent written and verbal communication skills
  • Strong interpersonal skills, working well across a diverse leadership team
  • MUST HAVE high attention to detail
  • Proven track record of handling confidential information with discretion, adaptability to competing demands, and demonstrate the highest level of professionalism and customer/client service response
  • Self-motivated with demonstrated ability to achieve high performance goals and meet deadlines in a fast paced and ever changing environment
  • Must have a strong proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint)
  • Must be proficient in Visio and have the ability to quickly learn other software programs as needed
  • Experience taking meeting minutes and organizing regular committee content is a huge plus
  • Excellent organizational skills and a high level of detail orientation is required
  • Ability to multi task
  • Notary is a plus but not required

EDUCATION AND CERTIFICATION REQUIREMENTS:

  • Bachelor’s degree preferred