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Executive Assistant

3 months ago

Temecula, United States Fff Enterprises Inc Full time

**Position Summary**

**Essential Functions and Duties**
- Maintain Executive(s) calendar and schedules meetings.
- Handles sensitive information in a confidential and private manner as this position will have access to confidential information including communications from senior executives, compensation data, corporate strategy, pending or future contracts, specific employee details, and other sensitive company information.
- Makes travel arrangements for the Executive(s) including flights, cars, hotels, meeting rooms, etc.
- Coordinates conference calls and webinars
- Organize meetings including setting date, notifying attendees, preparing meeting room, preparing agenda, and ordering food as needed.
- Receive invoices, code them and provides them to the Executive for approval.
- Assist in special projects as assigned which may include basic research projects.
- Maintain contracts in ConvergePoint. Coordinate with vendor and Executive to obtain signature for contracts.
- Order gift cards for various departments when instructed.
- Notetaking for various meetings
- Provide notary services as needed.
- Assist the receptionist with telephone duties as needed.
- Assist in fielding and posting questions/comments for the Q&A section of Microsoft Teams Live Event Quarterly All Hands Meetings.
- Support other Executive Assistants while on vacation, LOA, etc.
- Continuously strive to improve processes, service quality to internal and external customers.
- Adheres specifically to all company policies and procedures, Federal and State regulations and laws.
- Display dedication to position responsibilities and achieve assigned goals and objectives.
- Represent the Company in a professional manner and appearance at all times.
- Understand and internalize the Company’s purpose, display loyalty to the Company and its organizational values.
- Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others.
- Work effectively with co-workers, internal and external customers and others by sharing ideas in a constructive and positive manner; listen to and objectively consider ideas and suggestions from others; keep commitments; keep others informed of work progress, timetables, and issues; address problems and issues constructively to find mutually acceptable and practical business solutions; address others by name, title, or other respectful identifier, and respect the diversity of our work force in actions, words, and deeds.
- Comply with the policies and procedures stated in the Injury and Illness Prevention Program by always working in a safe manner and immediately reporting any injury, safety hazard, or program violation.
- Ensure conduct is consistent with all Compliance Program Policies and procedures when engaging in any activity on behalf of the company. Immediately report any concerns or violations.
- Other duties as assigned.

**Education, Knowledge, Skills and Experience**

**Required Education**:

- High school diploma or equivalent.
- AA degree or relative college courses preferred.
- Notary certification a plus.

**Required Experience**:

- Minimum two (2) years of executive level administrative assistant work required.
- Minimum ten (10) years of administrative assistant work required.
- Superior administrative skills commensurate with years of experience.

**Required Skills**:

- Must have strong organizational skills.
- Must have a detail orientation and the proven ability to prioritize work.
- Must have effective verbal and written communication skills.
- Must have the ability to work with limited supervision and as part of a team
- Sound decision-making abilities.
- Advanced professional administrative procedures.
- Required to interface with all employees and customers with tact, discretion and finesse.
- Ability to prioritize multiple projects and complete on time.
- Ability to exercise initiative in organizing and completing daily tasks.
- Ability to solve moderately complex problems.
- Excellent, on-time attendance.
- Consistent accuracy in work product.
- Intermediate Microsoft Word, Intermediate Power Point, Intermediate Excel required.
- Type 60 wpm.

**Physical Requirements**

Vision, hearing, speech, movements requiring the use of wrists, hands and/or fingers. Must have the ability to view a computer screen for long periods and the ability to sit for extended periods. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled. The employee must be able to travel occasionally. The employee occasionally lifts up to 20 lbs. and occasionally kneels and bends. Working condition include normal office setting.

**Mental Demands**

Learning, thinking, concentration and the ability to work under pressure, particularly during busy times. Must be able to pay close attention to detail and be able to work as a member of a team to ensure excellent customer service. Must have the ability to inter