Executive Assistant

4 weeks ago

Santa Ana, United States Financial Services Full time
Job DescriptionJob Description

The Executive Assistant will be responsible for providing high-level administrative support to Senior Executives by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. This role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion. The successful candidate will be a proactive problem solver, capable of managing multiple priorities and deadlines in a fast-paced environment.

Essential Duties and Responsibilities:

  • Manage the executives' calendars, scheduling appointments, meetings, and conference calls efficiently.
  • Coordinate travel arrangements, including booking flights, hotels, and transportation, and preparing detailed itineraries.
  • Conduct research, compile data, and prepare reports for consideration and presentation by executives, committees, and boards of directors.
  • Prepare and edit correspondence, presentations, reports, and other documents as needed.
  • Serve as the primary point of contact for internal and external stakeholders, screening and prioritizing communications.
  • Attend meetings to record minutes.
  • Perform general office duties such as ordering supplies, maintaining records, management database systems, and performing basic administrative work.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
  • Assist with special projects and initiatives as assigned by the executives.
  • Handle sensitive and confidential information with discretion and professionalism.
  • Maintain organized electronic and physical filing systems.
  • Anticipate the needs of the executives and proactively address them to ensure smooth operations.
  • May perform personal errands.
  • Other duties as assigned.

Essential Knowledge and Skill Requirements:

  • 5+ years of progressive administrative experience with at least 3 year supporting C-suite executives.
  • Proven experience as an executive assistant or similar role, supporting C-suite executives.
  • Bachelor's degree preferred, or equivalent combination of education and experience.
  • Excellent communication skills, both written and verbal.
  • Knowledge of administrative procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
  • Ability to interact with others in a professional, tactful, and efficient manner while working independently/as a team.
  • Proficient with the Microsoft suite of applications (Word, Excel, Outlook, PowerPoint, Visio, etc.)
  • MS SQL experience is preferred, but not required.
  • High level of professionalism and interpersonal skills.
  • Strong organizational and time management skills, with the ability to prioritize tasks effectively.
  • Discretion and integrity when handling confidential information.
  • Ability to work independently with minimal supervision and as part of a team.
  • Flexibility and adaptability to changing priorities and deadlines.
Company DescriptionGreat way to build a career path Lucrative bonus program, full benefits including ESOP, 401K, and a family/friendly environmentCompany DescriptionGreat way to build a career path Lucrative bonus program, full benefits including ESOP, 401K, and a family/friendly environment

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