Executive Assistant

Easterseals Southern California - Gardena, CA3.7

Full-time
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Executive Assistant

Full-Time - Monday through Friday

Summary

Under general direction, provides administrative support and manages the day-to-day operations for one or more executives. Serves as the primary liaison to internal and external partners; functions as an extension of the executive(s) by anticipating needs and proactively addressing issues. Facilitates efficient execution of the executive’s activities vetting internal and external requests, directing assignments to appropriate staff, managing correspondence, monitoring the budget, spearheading special projects, leading research and briefing preparation, and managing special events. Serves as the executive(s)’ ambassador in dealing with associates, the public, and key stakeholders within the organization.

Responsibilities

  • Provides general and executive administrative support. Drafts correspondence, creates memos, charts, graphs, visual presentations, etc. Proofreads for spelling, grammar and layout, making appropriate changes and assuring a high degree of clarity and accuracy. Files and maintains records. Responds to requests for information and disseminates pertinent information to staff on behalf of the executive(s).
  • Serves as the liaison and gatekeeper to external stakeholders, the board of directors, and staff, ensuring timely and appropriate management of all inquiries. Screens calls and visitors and determines who can be redirected to subordinate management. Provides information to key internal and external sources, requiring comprehensive knowledge of organizational structure, policies, practices and operations.
  • Researches/analyzes data and compiles reports, presentation materials, or summaries, selecting relevant information from a variety of sources and preparing them for dissemination and/or presentation.
  • Coordinates with the staff to ensure timely completion of action items identified as strategic priorities by the executive(s).Monitors internal and external deadlines and provides appropriate reminders to executive and staff.
  • Works independently and/or as a team member on various projects. May act as the project manager for special projects, which includes planning meetings, creating presentations, tracking and reporting progress, etc.
  • Maintains executive's calendar, schedules meetings, coordinates conferences and travel, and organizes special events as needed.
  • Performs other duties as assigned.

Qualifications

  • Typically requires an Associate’s Degree and at least 5 years of experience in progressively responsible administrative duties, -or- any combination of education and experience that demonstrates the ability to perform the core responsibilities of the position.
  • Demonstrated proficiency in MS Office Applications (Outlook, Word, PowerPoint, Excel).
  • Ability to communicate effectively through oral and written skills with all levels of staff and the public.
  • Ability to skillfully deal with internal associates and external partners respectfully, professionally and with diplomacy and tact.
  • Ability to maintain confidentiality and exercise a high level of discretion.
  • Proven ability to work effectively in a team environment.
  • Demonstrated ability in preparing accurate information for presentation via research, writing and compilation of data.
  • Demonstrated ability to proofread and edit written documents.
  • Excellent organizational and analytical skills with great attention to detail.
  • Ability to coordinate, prioritize, and implement multiple and shifting tasks.
  • Ability to consistently demonstrate good judgment and decision making skills.
  • Ability to be focused and flexible while shifting/changing priorities.
  • Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation per Easterseals Southern California and/or program requirements.

Job Type: Full-time

Experience:

  • executive assistant: 5 years (Preferred)

Education:

  • High school or equivalent (Required)

License:

  • California Driver (Preferred)

Benefits:

  • Health insurance
  • Dental insurance
  • Vision insurance
  • Retirement plan
  • Paid time off
  • Tuition reimbursement

Schedule:

  • Monday to Friday
  • Day shift