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Executive Support Specialist

1 month ago

Santa Ana, California, United States Association of Orange County Deputy Sheriffs Full time
Job Description

We are seeking a highly skilled and organized Administrative Assistant to provide exceptional support to our senior managers. The ideal candidate will possess excellent communication skills, be proactive, and have the ability to multitask.

The successful candidate will be responsible for scheduling meetings, making travel arrangements, filing documents, and monitoring managers' emails. They will also be responsible for coordinating membership events, attending meetings, taking notes, and sending membership emails.

To be successful in this role, you should have previous experience as an Executive or Administrative Assistant and be familiar with office management technologies. You should also be able to identify and address the needs of senior managers and perform administrative tasks to ensure our company's workflow runs smoothly.

Job Responsibilities:

  • Coordinate daily calendars of senior managers
  • Plan appointments and events
  • Act as the point of contact between executives and members/clients
  • Create regular reports and update internal databases
  • Monitoring managers emails and responding accordingly
  • Filing documents and folders
  • Make travel arrangements
  • Manage phone calls and emails
  • Respond promptly to managers' queries
  • Create and send member email communications

Job Requirements:

  • Proven work experience as an Administrative Assistant, Executive Secretary, or similar role
  • Working in a team environment
  • Positive and friendly attitude
  • Advanced skills with MS Office Suite programs (MS Word, Excel, PowerPoint and Outlook) working knowledge of databases and maintaining on-line shared systems
  • Familiarity with online calendars and cloud systems
  • Experience using office equipment, including printers and fax machines
  • QuickBooks experience is preferred but not required
  • Strong communication skills (via phone, email and in-person)
  • Ability to multitask and follow directions
  • Experience exercising discretion and confidentiality with sensitive company information
  • Excellent organizational skills with an ability to think proactively and prioritize work

Company Description:

A law enforcement association that serves a membership of over 4,000 active and retired members. The association provides a wide variety of service to the members including legal representation, negotiation of contracts, employment grievances, health benefits, dental insurance and an assortment of other insurance benefits.