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Executive Assistant
2 months ago
Please note: This role will start as hybrid– one to two days a week onsite in Irvine, CA.
Flexibility to consider 100% remote once a working relationship is established.
Summary
The Executive Assistant will provide administrative, coordination and project support to the Founder and President of HRS, LLC.,. The executive assistant plays an integral role supporting the President ensuring smooth operations and efficient client management contributing to the company’s overall success. This is a unique and special opportunity to be the right hand of the Founder & President as she conintues to build and grow a revolutionary company called Talent Advocates - Life Sciences. This role will receive occassional bonuses on top of the hourly pay as the company hits sales targets. As the company grows, so will the compensation for this role. This is a hybrid position requiring occasional on-site work and provides a long-term contract opportunity.
Essential Duties & Responsibilities
You will be instrumental in the creation and building of internal office operations, procedures, and other related activities to ensure continous and efficient workflow.
Prepare correspondence (includes handling of confidential information), establishing and maintaining uniform correspondence procedures and protocol.
Track and follow up on status of pending matters, monitors the process through to completion.
Create, maintain, and update various databases, extrapolating, analyzing, and presenting data to assist executive with strategic decisions.
Answer all incoming "general" e-mail and mail, screen telephone calls and document detailed messages, providing a summary of the information as necessary.
Processes contracts and proposals as appropriate, including entering them into the vendor management system.
Facilitates processing of purchase orders and payment of invoices for vendors.
Create a variety of presentation materials
Update and manage social media accounts. This will at times include posting companies advertisments and monitoring responses.
Provide operational support when President is creating social media content.
Manages executive calendar, scheduling social and work appointments as appropriate, organizing programs, coordinating participation in events and/or conferences, and issuing information and invitations.
Follow up on questions/issues and communicate with appropriate personnel to achieve resolution.
Occasionally accompany executive to special meetings and/or local events to help ensure logistics run smoothly. Logistics include presentation space, layout, and audio/visual equipment requirements.
Assist with special projects and initiatives as needed, demonstrating flexibility and adaptability.
Handle sensitive information with discretion.
Qualifications:
Education and/or Experience:
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.
This position is supporting start up operations, thus increasing responsibilities will take time as the business continues to grow. Therefore, requiring maturity, approprate expectations and patience while the company builds and grows.
The Executive Assistant will interact with and provides service to internal and external stakeholders along with prospective clients.
The Executive Assistant must be positive and approachable, and work effectively with diverse personalities.
Successful work history to include a minimum of 5 years of experience in a professional office setting directly related to job responsibilities specified above.
Requires experience demonstrating effective communication skills along with the willingness and ability to earn the trust of the President. Thus, responsibilities taking on the highly confidential and sensitive matters of the President will be gradual until trust is earned.
High school degree and college level coursework (or equivalent work experience) in computer software usage, general administrative operations, project coordination, and executive support.
Strong to excellent proficiency with Microsoft Office applications (i.e., Word, Excel and PowerPoint) with the ability to operate standard office equipment.
Advanced business writing skills.
Skill in organizing resources and establishing priorities.
Demonstrated ability to resolve problems and present results neatly, with clarity and precision in oral and written form.
Maintain a valid Driver’s License & have reliable transportation.