Executive Assistant

Immediate opportunity for an Executive Assistant to join a top-notch company experiencing rapid growth!

RESPONSIBILITIES:

• Provides support to assigned leaders as requested by the executive. This may include support outside the office such as arranging meetings, transportation, errands, etc.
• Responds to requests for information using institutional knowledge, available rosters, reports and contacts to find information that is not readily available. This may require research and
• connecting with other resources.
• Maintain, share and handle highly confidential and sensitive information. Use and enforce information protection techniques such as passwords when storing or sharing personal identifying information and confidential data.
• Accountable for special projects such as bottle or gift distribution. Track and manage projects to ensure deadlines are met. Submits check requests timely and accurately.
• Coordinates off-site conferences and meetings and makes travel arrangements. Such coordination may include securing the site, reading contracts, making recommendations, etc.
• Handles agenda and logistics for meetings, dinners, and other functions. This may include arranging transportation, lodging, invitations, RSVPs, reservations, food & beverages, meeting activities, etc.
• Know the technology used for meetings, emails, conference calls, Teams Meetings, etc., to ensure successful events. Partner with local IT or Service Desk to resolve any problems that arise.
• Answers phones, screens calls, takes messages, refers callers, manages calendars, control traffic in the executive suite.
• Take outgoing mail downstairs to the Reception Desk and pick up daily mail to deliver to executives in the suite. Ensure important outgoing mail is sent timely and via the appropriate vendor (USPS, FedEx, Etc.).
• Prepares agendas, handouts and other materials for meetings, compiles PowerPoint presentations from various inputs, compiles special reports, letters, memos and takes meeting notes to send out after meetings.
• Track budgets, analyze spends and prepare reports for awareness.
• Organize and submit expense reports for executive(s). Ensure compliance with policy and maintain budgets.
• Maintain the kitchen area with various snacks, beverages and coffee essentials. This includes cleaning the area when needed, doing dishes, stocking supplies, ordering food, stocking the bar area and ensure a clean and inviting space.
• May provide leadership and direction to other administrative assistants or associates to ensure a successful event or project completion.
• Accepts feedback in a positive way. Demonstrates resiliency and a desire to learn and grow their business acumen and find additional ways to improve efficiency and support the team
• Contribute to a positive, professional and helpful environment.

This is a 6+ month contract-to-hire position in Tustin. Enjoy an onsite work environment.

REQUIRED SKILLS:

• 5+ years of experience as an Executive Assistant supporting C-level executives
• MS Office (Excel, Word, PowerPoint)
• Extremely detail-oriented
• Excellent interpersonal skills
• Ability to work overtime/weekends as needed