Executive Assistant

2 months ago

Napa, United States Kavaliro Full time

Location: Napa, CA

Job Type: Contract-Perm


Job Overview:

The Executive Assistant will provide high-level administrative support to company executives, ensuring the smooth and efficient operation of their daily activities. This role requires a proactive, detail-oriented individual who can handle a variety of tasks with discretion, professionalism, and a sense of urgency.


Key Responsibilities:

  • Calendar Management: Coordinate and manage the executive’s schedule, ensuring efficient time management by prioritizing meetings, events, and travel arrangements.
  • Communication: Serve as the primary point of contact for internal and external communications, including emails, phone calls, and other correspondence. Draft and edit executive-level communications as needed.
  • Meeting Preparation: Organize and prepare materials for meetings, including agendas, presentations, and reports. Take detailed meeting minutes and follow up on action items.
  • Project Management: Assist with special projects by managing timelines, coordinating cross-departmental activities, and ensuring timely completion of deliverables.
  • Confidentiality: Handle sensitive information with the utmost confidentiality and professionalism.
  • Expense Management: Process and track expenses, prepare monthly reports, and ensure compliance with company policies.
  • Event Coordination: Assist in planning and coordinating company events, conferences, and team-building activities.
  • Office Support: Handle general office tasks, such as managing office supplies, filing, and assisting with administrative duties as needed.


Required Qualifications:

  • Education: Bachelor’s degree in business administration, communications, or related field (preferred but not required).
  • Experience: Minimum of 3-5 years of experience as an executive assistant or in a similar administrative role supporting senior-level executives.


Skills:

  • Exceptional organizational and multitasking abilities.
  • Strong written and verbal communication skills.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools (e.g., Google Calendar).
  • Ability to prioritize and manage multiple tasks in a fast-paced environment.
  • High level of discretion and confidentiality.
  • Excellent attention to detail and problem-solving skills.
  • Experience with travel coordination and expense management software (e.g., Concur, Expensify).


Preferred Qualifications:

  • Experience in a corporate or fast-growing company.
  • Ability to anticipate needs and proactively manage tasks without guidance.


Personal Attributes:

  • Professional and courteous demeanor.
  • Self-starter with a proactive attitude and strong initiative.
  • Strong interpersonal skills with the ability to build relationships at all levels of the organization.
  • Adaptable and flexible to changing demands.


Salary is $34-$49/hour depending on experience


Kavaliro provides Equal Employment Opportunities to all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Kavaliro is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Kavaliro will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please respond to this posting to connect with a company representative.

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