Compensation: $80000 - $90000 per year Job Title: Executive Assistant (Immediate Need) Executive Assistant Pay Range: $80K-$90K Executive Assistant Schedule: 8am-5pm Monday-Friday (Hybrid- three days per week in office) Executive Assistant Start Date: ASAP We are seeking a detail oriented, organized Executive Assistant for a direct hire opportunity supporting a C-level executive and a team of five executives of a reputable Orange County based organization. Executive Assistant Key Responsibilities:
- Relieves executives of administrative details, usually of a confidential nature.
- Provide administrative support to management, including scheduling meetings, managing calendars, and handling correspondence.
- Make travel arrangements, including booking flights, hotels, and transportation, and preparing itineraries. Reconcile invoices
- Prepare and distribute reports as needed; and maintain master spreadsheets for reporting.
- Requires detailed knowledge of Company operations and organizational procedures in order to complete duties.
- Bi-monthly reconcile timesheets - edit timesheets as needed in UKG for the corporate team.
- Process marketing invoices for payment.
- Ad hoc reports, mail merge, research, and miscellaneous tasks for Executives, Sales, and Marketing depts
- Serve as the primary point of contact for internal and external communications on behalf of the executives.
- Serve as the primary point of contact for internal and external communications, including answering phone calls, emails, and inquiries.
- Draft and proofread correspondence, reports, and other documents as needed.
- Provide backup coverage for phones.
- Uses cross-functional knowledge and expertise to ensure consistency in messaging and tone. Works with cross-functional teams within the organization to develop targeted communication pieces for unique and/or individual audiences.
- Develops messaging and communications strategies for key initiatives and business changes/impacts.
- Assists with the development, implementation and coordination of employee communications and change management strategies, with the goal of communicating critical business initiatives, internal updates, changes, and leadership messages.
- Organize company events, meetings, and conferences, including coordinating logistics, managing invitations, and arranging catering.
- Purchase and distribution of corporate gifts, logo wear and gift cards.
- Responsible for overseeing the administrative activities of the corporate office, ensuring efficient operations, and providing support to executives and management team. This role involves managing office resources, coordinating office procedures, and maintaining a productive and organized work environment.
- Oversee office operations and procedures to ensure efficiency and compliance with company policies.
- Manage office supplies and equipment, including procurement, inventory management, and maintenance.
- Coordinate office services, such as cleaning, security, and utilities.
- Coordinate office maintenance and repairs, including liaising with building management and external vendors.
- Ensure compliance with health and safety regulations and maintain a safe working environment.
- Assist with special projects and initiatives as assigned by executives, including research, data analysis, and coordination with other team members.
Executive Assistant Skills and Experience:
- Minimum 5 years of previous Executive Assistant experience.
- Bachelor's Degree in the field of Communications or related field of study is preferred.
- Advanced experience using Microsoft Office, including Excel, Word, PowerPoint, and Publisher.
- Demonstrates a high degree of knowledge, competence and administrative skills and operates with considerable independence.
- Proficient administrative skills including the ability to type standard business vocabulary or a range of specialized, recurrent terminology accurately and efficiently.
- Able to produce high-quality work that is accurate, complete, and properly formatted.
- Excellent writing, editing, and proofreading skills, with attention to detail and ability to adapt style for different audiences and channels.
- Strong interpersonal and relationship-building skills, with the ability to work effectively with cross-functional teams and external stakeholders.
- Able to analyze moderately complex administrative processes for efficiency, including prioritizing and establishing own schedule, auditing various functional areas, and completing special projects, with an aptitude for data analytics.
- Proficiency in digital communication tools and platforms, including social media management tools, email marketing software, and content management systems as well as displaying data or content in a consumable manner.
- Creative thinking and problem-solving skills, with the ability to generate innovative ideas and solutions.
- Strong project management skills, with the ability to manage multiple projects and priorities simultaneously.
- Flexibility and adaptability to changing priorities and deadlines.
If you believe you are a qualified candidate for our Executive Assistant please click apply below to apply on our website! #HSIR