Executive Assistant

3 weeks ago


Newport Beach, United States Insight Global Full time

Job Title: Executive Assistant/ Office Manager

Location: Newport Beach, CA 92660

Interview Process: 3 rounds; all onsite

Start: ASAP



Required Skills and Experience

  • 10+ years as an Executive Assistant with 5 or more years supporting a VP-level or above
  • Advanced to expert Microsoft skills including Word, Excel, Outlook, PowerPoint, Adobe Acrobat Pro.
  • Proficiency using conferencing systems including, Outlook, Microsoft Teams and Zoom
  • Strong interpersonal skills and emotional intelligence
  • Expert-level written and verbal communication skills
  • Excellent organizational skills, with a strong attention to detail.
  • Exceptional ability to independently prioritize and accomplish work within time constraints.
  • Strong analytical and problem-solving skills


Nice to Have Skills and Experience

  • Prior experience supporting a Law Firm or Real Estate Investment Firm


Job Description

Insight Global is seeking an Executive Assistant for a Real Estate Investment Firm in Newport Beach, CA. The Executive Assistant will play an integral role in the daily operations of the company and contribute to its overall success. This position will assist their top executives along with back-up support for other senior executives. The Executive Assistant works with the Administrative Support Department that acts as a cohesive team to ensure the office runs smoothly. The ideal candidate is a person who enjoys assisting others, has a positive attitude, can work independently, has keen attention to detail, demonstrates reliability, pro-activeness, strong communication, organization, time management techniques, and can work as a team player. The Executive Assistant will perform the responsibilities generally described below, as well as any additional duties needed to support the overall objectives of the company. This role is onsite Monday- Friday 8:30AM-5:30PM

Responsibilities Include:

· Manage Office and office related communication.

· Assist with Executive's travel arrangements.

· Assist with Executive expense reporting through Certify.

· Assist in managing email communication.

· Assist in calendar schedules for top company executives using Outlook, Teams and Zoom.

· Schedule and assist in the preparation of meetings and manage action items through completion.

· Produce reports and meeting materials via PowerPoint and other Microsoft programs.

· Act as point of contact between executives and internal or external partners.

· Arrange inter office events, or meetings by arranging facilities and catering, issuing information and invitations, and controlling event budget.

· Assist in answering company phones.

· Maintain conference rooms and conference room schedules.

· Monitor and order parking cards, office supplies & office machines supplies.

· Scheduling delivery services, FedEx, UPS & Eclipse.

· Maintain company contact list.


Benefits:

  • Competitive Medical Insurance
  • Dental and Vision Insurance
  • 401k Retirement Plan
  • Flexible Spending Account
  • Life Insurance
  • Disability Insurance
  • Discretionary Bonus Package


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