Executive Assistant

4 weeks ago

La Jolla, United States Eastridge Full time
Job DescriptionJob Description

Eastridge Workforce Solutions is a leading provider of workforce management solutions, dedicated to connecting skilled professionals with meaningful career opportunities. We are urgently seeking an experienced Executive Assistant/Project Manager to join the Senior Vice President’s office at one of the area’s most prestigious universities. If you are a highly organized, detail-oriented professional with a passion for project management and executive support, we encourage you to apply today for immediate consideration.

Job Summary:

The Executive Assistant/Project Manager will oversee the administrative and project management functions for the Senior Vice President’s office. This role requires exceptional organizational, project, and time management skills, with a strong focus on attention to detail. The ideal candidate will manage multiple schedules, coordinate reporting, and facilitate communication across various functional areas, while maintaining a high level of confidentiality. Qualified candidates are encouraged to apply today for immediate consideration.

Essential Functions:

  • Calendar & Meeting Management:
  • Manage a heavy calendar, coordinating, scheduling, and booking internal and external meetings, ensuring timely appointments and adjusting schedules as necessary.
  • Participate in the planning, tracking, and coordination of large-scale meetings for the Senior Vice President and leadership team, including venue reservations and logistics.
  • Strategic Reporting & Support:
  • Support senior management with strategic reports requiring performance or program-level data, scheduling work teams to meet report timelines.
  • Reconcile credit card expenses for the Senior Vice President and senior management.
  • Customer Service & Communication:
  • Provide exceptional customer service on behalf of the SVP’s office, ensuring a responsive virtual office environment for the university’s internal and external communities.
  • Act as a liaison to a broad range of constituents, discerning the nature and purpose of visits, meetings, and calls with professionalism and discretion.
  • External Contact Management:
  • Manage external contacts, track periodic communication, prioritize, and respond to emails and calls. Receive and direct clients and visitors for meetings.
  • Serve as the point of contact among executives, employees, clients, and external partners, managing information flow accurately and timely.
  • Office Management & Coordination:
  • Coordinate communication, tracking, and updates across functional areas, acting as a virtual office manager.
  • Format information for internal and external communication, including memos, emails, presentations, and reports.
  • Meeting Support & Travel Coordination:
  • Take minutes during key meetings and manage travel arrangements, coordinating the pre-planning of domestic and international travel plans with various internal functions.
  • Event & Report Management:
  • Support high-profile events, conferences, and leadership meetings, managing required reports, including quarterly board of trustees and donor reports.
  • Confidentiality & Discretion:

Safeguard confidential information, ensuring all sensitive matters are handled with the utmost discretion.

Requirements:

Education & Experience:

  • Bachelor’s degree in business, management, communication, or a related field is preferred.
  • Minimum of five (5) years of related executive-level and executive administrative support experience in a professional, fast-paced office environment.
  • Direct project management experience is required.
  • All skills, abilities, and education will be considered for minimum qualifications.

Competencies/Technical Skills:

  • Ability to work effectively as part of a team and contribute to team goals without necessarily taking the lead.
  • Strong accountability, problem-solving skills, and respect towards others, the company, and oneself.
  • Ability to influence and build effective relationships to achieve business objectives.
  • Creativity and innovation in designing and implementing new programs or processes.
  • Proficiency in Microsoft Office Suite Applications (Word, Excel, PowerPoint, Outlook) and moderate skills in Salesforce (CRMs).
  • Ability to work independently in a fast-paced environment with multiple projects, deadlines, and frequently changing priorities.
  • Strong interpersonal skills and the ability to communicate effectively with a diverse community.

Why Join Us?

  • Be part of a prestigious university known for excellence and innovation.
  • Work in a challenging and rewarding environment that values your contributions.
  • Join a team dedicated to driving organizational success through strategic planning and executive support.


Benefits: Use this link bit.ly/4cGUQSh to learn more about benefits available to Eastridge’s temporary employees.From time to time Eastridge’s clients may offer additional benefits to Eastridge employees while on assignment.Information about those benefits will be communicated when applicable.


Eastridge Workforce Solutions is an equal opportunity employer and 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. We celebrate diversity and are committed to creating an inclusive environment for all employees. Please note that Eastridge is unable to provide visa sponsorship to applicants.


Certain clients require Eastridge to perform background checks and Eastridge will consider qualified applicants with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.

#IPRO

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