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Executive/Administrative Assistant

3 months ago

Irvine, California, United States DZYNE Technologies Full time

Position:
Executive/Administrative Assistant

Location:
Irvine, CA - Onsite Required

Position Description:


DZYNE is seeking a dynamic individual to fulfill a hybrid role that combines the responsibilities of an Executive Assistant and an Administrative Assistant.

This role will provide critical support to our executive team while managing various administrative tasks to ensure smooth operations at our location in Irvine, CA.

The individual filling this role is expected to have Strong follow-through, attention to detail, and the ability to multi-task across projects are required.

We are looking for a proactive, self-starter who is flexible and a team player.

The individual will be responsible for collaborating with team members at all levels to effectively support the office's daily operations.


Responsibilities:
The following reflects the general responsibilities of the Executive/Administrative Assistant for the Parker Office. Other responsibilities may be assigned at the request of DZYNE's Management Team or Division Lead.

Executive Support:

  • Manage calendars, schedule appointments, and coordinate meetings for executives.
  • Act as a liaison between executives and internal/external stakeholders, handling communication and correspondence.
  • Prepare documents, presentations, and reports for meetings, ensuring accuracy and professionalism.
  • Assist with travel arrangements, including booking flights, accommodations, and transportation.
  • Handle executives' expense reports, ensuring timely and accurate submission and reimbursement.
Front Office Support

  • Assists visitors by greeting and directing them appropriately if the host does not respond within 5-10 minutes.
  • Supplying our clients, visitors, and prospective employees with refreshments as they wait.
  • Ensure NDAs are signed and on file for all visitors.
  • Notifies staff of visitor arrival.
  • Escort visitors as required.
  • Sort and distribute mail and packages.
  • Perform general upkeep tasks of the front lobby and conference rooms to ensure cleanliness and maintain satisfactory brand representation at all times.
Administrative Support

  • Maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.
  • Monitor level of supplies for Parker Facility and handle shortages. Order supplies as needed for office, janitorial and breakroom.
  • Maintain breakroom supplies and tidiness.
  • Assist with onsite client meetings and company events.
  • Assist with entering expense reports for managers and leaders.
  • Schedule and supervise catering for onsite meetings.
  • Procure refreshments and daily snacks for client meetings.
  • Collaborate with management team and team members on various projects and initiatives.
  • Handle administrative tasks such as filing, scanning, and data entry to maintain organized records and documents.
  • Assist with scheduling meetings and events by reserving conference rooms and preparing the space.

Other Essential Functions:

  • Coordinates with facilities on general building maintenance, such as HVAC, parking, office vendors, security, etc.
  • Coordinates with IT department on office equipment and performs basic maintenance on printers, toner, paper, and jam fixes.
  • Overseeing and maintaining emergency supplies, protocols, and safety training for the office.

Minimum Qualifications:

  • A High School Diploma is required. (Associate or bachelor's degree in business or communications preferred.)
  • Demonstrated experience as an Executive Assistant, Administrative Assistant, or similar role.
  • 3+ years of administrative/office experience required.
  • 1+ years of executive assistant support.
  • Proficient in Microsoft Office products, specifically PowerPoint, Word, and Excel
  • Has the ability to communicate effectively both in writing and verbally.
  • Strong attention to detail and problem-solving skills.
  • Experience with MS Teams/Zoom.
  • Hands-on experience with office machines. Fax machines, printers, scanners, postage machine
  • Excellent organizational and planning skills in a fast-paced environment.
  • Organized and resourceful.
  • Ability to maintain confidential records
  • Excellent time management skills and ability to multi-task and prioritize work.
  • Must be customer service focused with a willingness to partner and provide general guidance and assistance
  • This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities as deemed necessary.

Clearance Level Required:
No Security Clearance Required; US Person Required

Travel:
None anticipated

Working Conditions:

The diversity of work conditions may range from an environment where there is little or no physical discomfort, such as a general office environment, to a warehouse environment.


Physical Demands:


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.


  • Must have the ability to stoop, stand, climb, occasionally lift a minimum of 25 lbs.
  • Involves movement between departments, floors, and worksites.
  • Regularly required to crouch and reach to install/move equipment by bending forward at the waist or by bending legs and spine.

Salary:
$ $38.00 / hour


Hourly rate depends on relevant work experience, education, training, essential skills, and/or other factors such as specialized or high-demand professions.

In addition to the hourly rate, the position will be eligible for an annual bonus.

The pay range for this job level is a general guideline only and not a guarantee of salary or annual bonus.


Benefits:
Our benefits are DZYNE'ed for your overall health and financial wellness.

DZYNE provides comprehensive medical, dental, and vision plans, employee life and accidental death, and disability, with all premiums for our employees paid for by DZYNE Technologies.

DZYNE provides paid time off and paid holidays. Additionally, DZYNE offers a 401K plan with an employer match.

Hiring Process:


As part of our commitment to making informed hiring decisions, we utilize a variety of tools and assessments to gain a comprehensive understanding of candidates' potential and suitability for the role they are applying for.

One such tool we employ is the Predictive Index (PI) assessment, a scientifically designed assessment that provides insights into an individual's workplace behaviors and cognitive abilities.

The Predictive Index assessment assists us in identifying alignment between candidates and the requirements of the role, as well as the overall dynamics of our team.

It is important to note that the PI assessment is just one component of our candidate evaluation process. Your application, resume, interviews, and other relevant information are equally important factors that contribute to our decision-making process.

The Predictive Index assessment is designed to complement these traditional methods and help us better understand how your natural tendencies align with the responsibilities and expectations of the role.


As part of our comprehensive candidate evaluation process, we would like to invite you to complete the Predictive Index (PI) assessment.

Completing the PI assessment is a simple and straightforward process that typically takes about 10-15 minutes of your time.

Your responses will be treated with the utmost confidentiality and will only be used for the purpose of evaluating your fit for the role you have applied for.


Click here to begin your assessment:

Our Culture:
At DZYNE, we foster an environment that nurtures and rewards innovative thinking.

We believe in the power of collaboration, where diverse perspectives are valued and respected, leading to innovative solutions and remarkable achievements.

Our leaders lead by example, demonstrating and modeling our core values of emotional intelligence, teamwork, innovation, integrity, productivity, customer service, and a genuine commitment to the success of every individual.

We celebrate our wins, big and small, and foster a sense of camaraderie through team activities, quarterly awards, and an immense end-of-the-year company holiday party.

Our company culture is more than just words; it is a lived experience you'll only get here at DZYNE.

Pay Range:
$22 - $38 per hour