Title: Executive Assistant to the CEO
Reports to: CEO
Status: Full-Time Non-exempt
The Executive Assistant will support the day-to-day activities of the Chief Executive Office (CEO). The Executive Assistant will also support the activities of the VP of Travel.
The Executive Assistant must be organized, dedicated, and self-directed, with excellent written and verbal communication skills and the ability to independently prioritize and multi-task and follow through on commitments and assignments. The Executive Assistant will have a global awareness and knowledge of cultural differences and business practices and present themselves in a professional image always as the focal point of contact and liaison between the CEO and internal and external contacts.
This position must be comfortable working in a small fast-paced office and interacting with business leaders, internal and external contacts and vendors. This position must be willing to occasionally work long hours and be available to respond to urgent emails or calls from the CEO on weekends or holidays. This position will also maintain some facility responsibilities for the office.
- Plan, organize, schedule and reschedule complex business and personal schedules, managing time effectively.
- Contribute to unplanned projects and activities as directed by the CEO.
- Assist CEO with personal tasks, errands, and projects.
- Manage, organize and maintain schedules for meetings, including scheduling and confirming travel arrangements, making appointments, making changes to appointments, and submitting expense reports.
- Organize and schedule meetings/conferences and the required rooms, equipment and provide hospitality to guests.
- Ensure all relevant paperwork is available for meetings/conferences ahead of time.
- Manage office correspondence and exercise initiative in responding to day to-day communications and administration independently.
- Update executive team with any complaints or problems that they should be made aware of or need to be resolved.
- Read and analyze submissions, letters, agendas, emails and determine significance; routing to appropriate personnel in a timely and efficient manner.
- Answer calls for the CEO, and direct callers to appropriate executives and parties, filter all calls and visitors to ensure CEO is shielded as far as possible from unnecessary interruptions. Take messages and follow through.
- Maintain inventory and Executive office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
- Enter and track all project components and manage timelines in Wrike.
- Other duties as assigned
Office Facility Responsibilities:
- Maintain vendor contract and contact information.
- Order and track kitchen supplies (Coffee, water, appliances).
- Order and quality check restocking and office supply requests.
- Order Fed Ex, UPS, and shipping supplies
- Maintain office furniture inventory.
- Conduct an office sweep to ensure cleanliness (twice daily)
- Maintain files and order office furniture, chairs, and décor
- Coordinate and maintain emergency training and evacuation procedures for suite 250 and 700
- Maintain DNS and JNR storage facilities
- Collaborate with Accounting to produce annual asset inventory
- Distribute emails to staff from Irvine Company
- Work with HR and IT on installation and updates to phone, IVR systems, printers and copiers
- Coordinate with HR and distribute office maintenance tasks to Part time Administration Assistant
- Back up to front desk as needed
- Other duties as assigned
Qualifications, Requirements, or Competencies:
- Minimum of three+ years of secretarial and administration experience, with demonstrable experience of managing complex and constantly changing schedules.
- Supervisory experience a plus
- Strong organizational skills with the ability to use initiative to plan prioritize and allocate a heavy workload effectively and respond flexibly to rapidly changing and conflicting priorities.
- Ability to demonstrate a high standard of accuracy, demonstrate problem solving abilities, attention to detail, and follow-through.
- Experience of maintaining office and administrative systems and of devising new systems or improvements to existing ones where appropriate.
- Experience of working as a key member of a team, able to take own initiative and work flexibly.
- Proven ability to communicate information effectively and confidently to a wide range of internal and external contacts and at a very senior level.
- Experience of dealing with highly confidential information with tact and sensitivity.
- Advanced knowledge and experience of MS Office, including Access, Word, Excel, PowerPoint, Outlook and Intranet/Internet systems
The physical and work environment characteristics 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 occasionally required to walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; stoop; talk or hear: sit at a desk, work under florescent lighting, and look at a computer for a long period of time. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.