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Executive Assistant

3 months ago

South San Francisco, United States Hula Hoops Full time $5,000 - $6,000
Executive Assistant 

Job Description:We are seeking a highly organized and motivated Executive Assistant to support our executive team. The ideal candidate will have excellent administrative skills, be highly adaptable, and capable of managing a variety of tasks efficiently. This role requires a proactive individual who can work in a fast-paced environment and handle the responsibilities of managing both professional and personal tasks.

Key Responsibilities:
  • Calendar Management: Maintain and coordinate the executive’s schedule, including setting up meetings, appointments, and travel arrangements. Ensure all commitments are met efficiently and punctually.
  • Communication: Serve as the primary point of contact for internal and external communications. Screen calls, emails, and other correspondence, and respond or redirect as appropriate.
  • Document Preparation: Prepare and edit documents, reports, presentations, and correspondence. Ensure accuracy and completeness of all materials before submission.
  • Meeting Coordination: Organize and prepare for meetings, including setting agendas, compiling necessary materials, and taking minutes. Follow up on action items to ensure timely completion.
  • Travel Arrangements: Plan and book domestic and international travel, including flights, accommodations, transportation, and itineraries. Handle any changes or issues that arise during travel.
  • Expense Management: Track and reconcile expenses, prepare expense reports, and ensure timely submission for reimbursement.
  • Project Management: Assist in managing projects, including tracking progress, meeting deadlines, and coordinating with various stakeholders to ensure project goals are met.
  • Event Planning: Plan and execute company events, meetings, and social gatherings. Coordinate logistics, manage budgets, and ensure events run smoothly.
  • Office Management: Oversee office operations, including maintaining supplies, coordinating with vendors, and ensuring a clean and organized work environment.
  • Household Management: Assist with personal tasks for the executive, including managing household schedules, coordinating maintenance and repairs, and handling four small dogs as needed.
  • Restaurant Management Support: Assist in managing restaurant operations, including scheduling staff, overseeing inventory, coordinating with suppliers, and ensuring high standards of customer service.
  • Property Management: Assist in the management of properties, including handling tenant inquiries, coordinating maintenance and repairs, overseeing leases and rental agreements, and ensuring properties are well-maintained.
  • Research and Analysis: Conduct research and provide analysis on various topics as requested by the executive. Summarize findings and present recommendations.
  • Confidentiality: Handle sensitive information with the highest level of discretion and confidentiality.
  • Task Prioritization: Proactively prioritize tasks and manage multiple projects simultaneously to meet deadlines and achieve goals.
  • Problem-Solving: Address and resolve any issues or challenges that arise in a timely and efficient manner.
  • Provided comprehensive support to executives by managing tasks related to other company operations owned by the executives and personal matters.

Requirements:
  1. Must possess a valid driver’s license and a clean driving record.
  2. Bachelor’s degree required.
  3. A flexible schedule is required, including availability to work evenings, holidays and weekends as needed.
  4. 40-55 hours a week
Benefits:
  • Competitive salary of $2,500 -$3,000 every two weeks based on experience
  • Health benefits with company matching.
  • Accrued 2 weeks of paid vacation annually.
  • Accrued 1 week of paid sick leave annually.
  • Hybrid Remote Work after 90 days of training with a proven success of working remotely

How to Apply: Interested candidates should submit their resume and a cover letter outlining their qualifications and experience relevant to this role. Please include references for those who can speak to your administrative skills and experience.