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Administrative Assistant

4 months ago

Anaheim, United States Ultimate Staffing Full time


Acts as the point of contact among executives, employees, families, and other external and personal partners for the chairman. This assistant must have the ability to manage information flow in a timely, organized, and accurate manner and contribute to the efficiency of the executive office, the business, and the chairman's personal matters by providing direct and targeted support.

QUALIFICATIONS:
A minimum of six years of administrative support or closely related experience; at least three years of experience supporting a C-level executive. Financial experience is a plus.
Bachelor's degree preferred.
Excellent written and verbal communication combined with exceptional organizational and analytical skills and exemplary time management.
The ability to manage multiple tasks and simultaneously balance competing priorities is key in this fast-paced environment.
Must have high organizational skills, be self-directed, and confident to act without guidance.
Must be able to manage both business and personal complex/high-level duties.
Discretion and confidentiality are mandatory.
Computer proficiency in: PCs, MACs; Microsoft Office (Word, Excel, PowerPoint); internet navigation, Google applications (Gmail, Google Cloud/ Docs/Sheets); Dropbox; iPhone and related applications; text messaging; and web conferencing systems. MAC proficiency is a plus.
Must have a valid California driver's license and access to a vehicle during working hours (to run errands, get to other campus locations, etc.).

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Including, but not limited to, the following:
● Manages the chairman's busy calendar, appointments, incoming phone calls, voicemails, emails, travel arrangements, and monitors various accounts, and contacts (internal, external, and personal).
● Coordinates meetings & appointments, including schedules, room set-up, and when necessary, offsite meeting arrangements and food/beverages.
● Compose and type routine correspondence.
● Establishes, organizes, and maintains files (physical and electronic) of important records and documents, both current and historical.
● Screen phone calls and messages, providing as much information as possible.
● Meets with directors and other staff on behalf of the chairman and serves as liaison as needed.
● Partners with the leadership team in keeping the chairman informed of what is going on in the organization and vice versa.
● Arrange some travel reservations and create itineraries for the chairman and his family.
● Organizes and distributes meeting agendas, files, records, and publishes meeting minutes.
● Prepares packages and other communications as needed.
● Maintains the organization of the chairman's home office and filing system.
● Works closely with the chairman to create and maintain confidential materials relating to meetings and other company or personal business.
● Designs project plans (interprets project vision, gathers information, creates a plan, involves key team members in process when necessary).
● Manages personal and business projects with the ability to meet deadlines.
● Researches and selects vendors and other outside entities.
● Exercises a high level of independent decision-making with minimal supervision and high attention to detail.
● Works with other departments on projects both within and outside of the business office.
● Ensures the chairman arrives at all appointments, meetings, and events informed and on time.
● Transcribe notes and dictation.
● Assists with projects & tasks in the absence of the chairman.
● Works directly with the chairman's personal accounts and account managers.
● Other various personal duties as assigned.

Desired Skills and Experience


Acts as the point of contact among executives, employees, families, and other external and personal partners for the chairman. This assistant must have the ability to manage information flow in a timely, organized, and accurate manner and contribute to the efficiency of the executive office, the business, and the chairman's personal matters by providing direct and targeted support.

QUALIFICATIONS:
A minimum of six years of administrative support or closely related experience; at least three years of experience supporting a C-level executive. Financial experience is a plus.
Bachelor's degree preferred.
Excellent written and verbal communication combined with exceptional organizational and analytical skills and exemplary time management.
The ability to manage multiple tasks and simultaneously balance competing priorities is key in this fast-paced environment.
Must have high organizational skills, be self-directed, and confident to act without guidance.
Must be able to manage both business and personal complex/high-level duties.
Discretion and confidentiality are mandatory.
Computer proficiency in: PCs, MACs; Microsoft Office (Word, Excel, PowerPoint); internet navigation, Google applications (Gmail, Google Cloud/ Docs/Sheets); Dropbox; iPhone and related applications; text messaging; and web conferencing systems. MAC proficiency is a plus.
Must have a valid California driver's license and access to a vehicle during working hours (to run errands, get to other campus locations, etc.).

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Including, but not limited to, the following:
● Manages the chairman's busy calendar, appointments, incoming phone calls, voicemails, emails, travel arrangements, and monitors various accounts, and contacts (internal, external, and personal).
● Coordinates meetings & appointments, including schedules, room set-up, and when necessary, offsite meeting arrangements and food/beverages.
● Compose and type routine correspondence.
● Establishes, organizes, and maintains files (physical and electronic) of important records and documents, both current and historical.
● Screen phone calls and messages, providing as much information as possible.
● Meets with directors and other staff on behalf of the chairman and serves as liaison as needed.
● Partners with the leadership team in keeping the chairman informed of what is going on in the organization and vice versa.
● Arrange some travel reservations and create itineraries for the chairman and his family.
● Organizes and distributes meeting agendas, files, records, and publishes meeting minutes.
● Prepares packages and other communications as needed.
● Maintains the organization of the chairman's home office and filing system.
● Works closely with the chairman to create and maintain confidential materials relating to meetings and other company or personal business.
● Designs project plans (interprets project vision, gathers information, creates a plan, involves key team members in process when necessary).
● Manages personal and business projects with the ability to meet deadlines.
● Researches and selects vendors and other outside entities.
● Exercises a high level of independent decision-making with minimal supervision and high attention to detail.
● Works with other departments on projects both within and outside of the business office.
● Ensures the chairman arrives at all appointments, meetings, and events informed and on time.
● Transcribe notes and dictation.
● Assists with projects & tasks in the absence of the chairman.
● Works directly with the chairman's personal accounts and account managers.
● Other various personal duties as assigned.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.