Executive Assistant Office Manager

2 weeks ago

San Diego, California, United States Dali & Associates Recruiting Full time

Executive Assistant/Office Manager

La Jolla, CA (onsite)

Position Overview:

Executive Assistant/Office Manager to the Principal of a "Family Office" and Chairman or Board member of a range of companies and non-profit organizations. The EA/OM plays a pivotal role in ensuring the seamless operation of office functions and provides comprehensive support to the Principal. Responsibilities encompass administrative support and financial tasks, requiring proficiency in various software tools and exceptional organizational skills. The position will be onsite and requires approximately 32-40 hours per week with some flexibility (benefits will be offered if the candidate requires them).

Key Responsibilities:

1. Office Management:

  • Oversee daily office activities to ensure efficiency and adherence to protocols.
  • Maintain inventory of office supplies and place orders as necessary.
  • Coordinate maintenance and repairs for office equipment and facilities.

2. Secretarial Functions:

  • Provide high-level administrative support to the Principal, including scheduling meetings, managing calendars, and handling correspondence.
  • Prepare and distribute memos, letters, reports, and other documents.
  • Assist in preparing presentations and documents for meetings.

3. Financial Management:

  • Utilize QuickBooks Online expertise to manage financial transactions and records.
  • Process electronic payments and conduct office accounts payable functions.
  • Perform bank statement reconciliations and ensure accuracy in financial records.

4. Software Proficiency:

  • Demonstrate proficiency in Microsoft Office Suite for document creation, data analysis, and communication.
  • Manage Microsoft 365 accounts for efficient collaboration and communication.
  • Navigate GoDaddy accounts for domain and website management tasks.

5. Calendar Management and Scheduling:

  • Efficiently manage the Principal's calendar, scheduling appointments, meetings, and travel arrangements.
  • Coordinate with internal and external contacts to ensure smooth execution of appointments.

6. Reception and Mail Handling:

  • Serve as the first point of contact for visitors, clients, and callers, providing professional and courteous assistance.
  • Manage incoming and outgoing mail, packages, and deliveries.

7. Expense Reporting:

  • Assist in the preparation and submission of expense reports, ensuring accuracy and adherence to company policies. Familiarity with Certify appreciated.

8. Typing and Data Entry:

  • Conduct typing tasks, including drafting presentations, documents, letters, and emails with accuracy and speed.
  • Perform data entry tasks to maintain and update records, including contact lists.

Qualifications:

  • Proven experience (minimum 7 years) as an Executive Assistant at C-level, preferably in a fast-paced environment.
  • Must be extremely tech-savvy.
  • Proficiency in all Microsoft Office Suite software (Word, Excel, PowerPoint, Outlook), QuickBooks Online, and other relevant applications.
  • Strong organizational, time-management, and communication skills.
  • Attention to detail and ability to handle confidential information with discretion.
  • Bachelor's degree or equivalent experience preferred but not required.

Personal Attributes:

  • Flexibility, adaptability, and professionalism in handling changing priorities.
  • Integrity, confidentiality, and strong interpersonal skills.
  • Ability to relate to diverse individuals and maintain a pleasant demeanor.
  • Street smarts and the ability to make sound decisions.
  • Proactive approach and willingness to learn.

About Principal and Office Activities:

The Principal is actively involved in various businesses, investments, and non-profit organizations. The Principal's Assistant serves as a right-hand person, coordinating and supporting all activities. The office is located in the UTC/La Jolla area of San Diego.

Salary will depend on experience and skills, $60-95,000 per year including bonus. Benefits may be offered to candidates who require them.

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