Administrative Executive Support Specialist

2 weeks ago

Burbank, California, United States Inclusively Full time

Position Overview:

Inclusively is collaborating with a prominent life insurance firm to recruit a Senior Executive Assistant. Please note: this opportunity is with the partner organization, not an internal role at Inclusively.

About Inclusively:

Inclusively serves as a digital platform dedicated to connecting candidates with disabilities to inclusive employers. This encompasses all disabilities recognized under the ADA, including mental health conditions (such as anxiety, depression, PTSD), chronic illnesses (like diabetes and Long COVID), and neurodivergent conditions (including autism and ADHD). We encourage applicants with these conditions to apply, and we do not require disclosure of specific disabilities.

Key Responsibilities:

  • Efficiently manage and maintain the business calendars of senior leadership.
  • Provide comprehensive administrative support to leadership and their teams in a professional and timely manner.
  • Coordinate and schedule meetings, manage travel arrangements, and organize conference/video calls, often involving multiple locations.
  • Oversee logistics for all meetings, including IT setup, room arrangements, and catering as necessary.
  • Utilize Microsoft Office Suite to assist in creating presentations and reports.
  • Manage incoming calls, assist callers, take messages, and route them appropriately.
  • Support the daily operations of the teams.
  • Prepare and reconcile travel and other expenses.
  • Assist in drafting written communications.
  • Organize and coordinate team meetings.
  • Maintain and organize existing files while creating new ones as required.
  • Review and process invoices and expense reports accurately and promptly.
  • Order and manage supplies, handling all other administrative tasks.
  • Build and maintain strong relationships with other Executive Assistants, providing backup support when necessary.
  • Process and reconcile monthly procurement card statements.
  • Assist with project management and follow-up tasks.

Qualifications:

  • Exceptional organizational skills and meticulous attention to detail.
  • Strong interpersonal abilities with a high degree of professionalism.
  • Excellent written and verbal communication skills.
  • Capability to prioritize tasks and manage multiple responsibilities.
  • A sense of urgency in completing tasks.
  • Prior experience in task management.
  • Ability to maintain confidentiality, demonstrating good judgment and diplomacy.
  • Proficiency in Microsoft Office, including Word, PowerPoint, and Excel, with the ability to create professional documents and reports.
  • A Bachelor's degree is preferred.
  • A minimum of 8 years of experience supporting senior executives in a corporate setting.

Compensation:

Salary range: $72,500 - $107,500

Overtime eligibility: Nonexempt

Discretionary bonus eligibility: Yes

Sales bonus eligibility: No

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