Exec Administrative Assistant
Virtual Location Roseville, CA 95678 US
Job Description
Provide expert and proficient executive-level administrative support to a C level Executive. Working independently, will perform complex and diverse administrative duties while taking a proactive approach to anticipate and meet needs. Daily activities require cultural sensitivity when interacting with high-level contacts inside and outside the company. Candidate will have regular exposure to sensitive and confidential information requiring considerable use of tact, diplomacy, discretion, and judgment.
A Day in the Life
Responsibilities may include the following and other duties may be assigned.
- Provides general administrative support including preparing communications, maintaining schedules, calendars, meeting and conference coordination, ordering supplies, travel coordination (domestic and international), and submitting expenses.
- Domestic and International Travel Logistics: Conduct travel research and advance planning, process visa applications and other travel documentation in a timely manner, and coordinate travel arrangements and accommodations, trip itineraries, and prepare expense reports. May also include planning travel for family members periodically.
- Calendar Management and Coordination: Maintain a calendar of Board Meetings, Board Committee Meetings, 1:1 meetings and other ongoing commitments as well as respond to meeting requests in a timely manner.
- Provides administrative support for complex meetings, demonstrating capability in audio conferences, video conferences, and a mastery of other technology as needed.
- Coordinate with others for documents and presentations, sometimes with limited direction.
- Drafts correspondence, reports, and forms. Demonstrates effective cultural sensitivity in titles and names and superior usage of grammar, formatting and identifying errors.
- Prioritizes and executes special projects as needed.
- Performs a wide variety of non-routine administrative tasks and support special projects or assignments.
- Performs normal office functions such as setting up and maintaining files, arranging meetings.
- Gathers, compiles and reports on information relevant to projects/assignments.
- Serves as liaison between external stakeholders and organizations.
- Identifies issues and uses effective problem-solving techniques, tact and discretion in managing a variety of situations. Independently identifies reasonable alternatives and recommends alternative approaches to executives.
- Use problem solving skills for process improvement in systems and processes.
- Demonstrates effective highly professional, interpersonal skills in handling sensitive and confidential information in a variety of situations.
- Works independently, anticipating next steps, taking initiative, exercising discretion and sound judgment to ensure the executive is well-prepared for all elements of their daily and weekly schedule.
- Demonstrates learning agility and is able to pivot to accomplish tasks and assignments quickly.
- Develops effective professional relationships and partnerships with internal and external stakeholders and organizations. A thorough understanding of external contacts is required to handle requests and provide comprehensive and timely response and service.
Location: Irvine, California
Qualifications
Must Have: Minimum Requirements
- High School Diploma or GED with 10+ years of administrative experience supporting high-level executives
- 5+ years of executive-level administrative support experience, preferably for senior executives, CEOs or Board Members.
Nice to Have
- Bachelor’s degree preferred
- Experience working and interacting with Corporate Board members
- Advanced proficiency in Microsoft Office Applications (Outlook, Word, Excel, PowerPoint, Teams), Internet
- Experience with Zoom, WebEx, Video Conferencing, SharePoint or similar software
- Experience making travel arrangements, including international travel
- Experience in healthcare/med device highly preferred; understanding of the medical landscape
- Global/ international experience to support understanding of and ability to interact with differing cultures.
- Ability to learn quickly and navigate through complex environments
- Demonstrated complex problem-solving skills
- Flexible and agile in a constantly changing environment
- Exercises independent judgment and discretion
- Ability to interact effectively with senior level executives both internally and externally, with exceptional tact and diplomacy
- Strong teamwork and collaboration skills
- Ability to work well under pressure in a dynamic and ambiguous environment
- Good analytical and organizational skills
- Excellent customer service skills
- Ability to balance multiple time-sensitive tasks
- Exceptional attention to detail
- Excellent interpersonal and communication skills
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