This Executive Assistant position interacts with all levels of our organization providing administrative support to three C-level Executives. The Executive Assistant will be experienced in handling a wide range of administrative and executive support related tasks. Proactive thinking and the ability to work independently with multiple departments is necessary. This person must be well organized, flexible and enjoy administrative challenges. The ability to manage multiple projects in a fast paced environment remaining resourceful and efficient, with a high level of professionalism and discretion, is important to this role.
This role will report directly to the Chief of Staff and supports three C-level Executives, but occasionally may provide support to other executives. This position works closely with the entire Executive team and Executive support team.
DUTIES & RESPONSIBILITIES
Maintain executive calendars, coordinating with internal teams and business contacts, assistants and hoteliers.
Preparation of expense reports and other financial coordination
Coordinate executive meetings and schedules
Communicate and manage incoming and outgoing electronic communications of behalf of the executives
Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary
Arrange travel schedule, reservations and manage frequent flyer accounts
Ensuring the effective utilization of plans related to HR programs and services for the Newport Beach corporate office
Assist in administering health and welfare plans, including enrollments, changes, and terminations
Answering employee requests and questions
Assisting with new employee hiring processes
Conducting audits of payroll, benefits, and other HR programs, and recommending corrective actions
Assisting with the performance review and termination processes
Assisting with the recruitment and interview processes for the Newport Beach Corporate office
Greet guest in a professional manner and extend assistance where appropriate
Other Administrative duties as assigned including back-up receptionist and administrative support as needed.
3-5 years’ experience in executive level support
Excellent calendar management skills, including the coordination of complex executive meetings and travel
Advanced proficiency in MS Office, including Word, Excel, PowerPoint and Outlook, particularly in assisting with building presentations (must know pivot tables, vlookups, advanced mail merge)
Ability to work with minimal supervision is necessary
Crucial to this role is the ability to interact with staff (at all levels) in a fast paced environment with a high level of professionalism, confidence, and confidentiality
Expert level written and verbal communications skills with exceptional attention to detail and strong decision making ability
Discretion, forethought, analytical thinking, and excellent organizational skills (references required to support these attributes)
This person must be exceedingly well organized and flexible
Working environment is located in one of the most distinct and highly appointed office buildings in Newport Beach, CA. Incumbent is seated 80% of the time and standing 20% of the time. May be required to help transport materials in the office up to 30lbs. This is a non-exempt position.