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Exec Administrative Assistant

Roseville, CA 95678

Posted: 09/14/2023 Employment Type: Contract Job Category: Administrative Job Number: 563686 Is job remote?: No Country: United States

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  


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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