Senior Executive Coordinator

2 weeks ago

Aliso Viejo, California, United States MicroVention Full time
Position Overview

The Senior Executive Coordinator provides comprehensive analytical and administrative assistance to the Executive team, functioning with a high degree of autonomy. This role reports directly to the Executive(s) and/or Vice President(s) as appropriate. Key responsibilities include:
  • Delivering analytical and administrative support to the Executive and department Directors as required.
  • Drafting, editing, and proofreading various forms of correspondence and reports.
  • Overseeing significant projects from a holistic project management perspective and engaging in the establishment of assignment objectives.
  • Independently organizing schedules and coordinating activities to achieve goals.
  • Conducting research and preparing materials for presentations.
  • Facilitating the Ringi (Project Approval Process) as necessary to streamline the creation and routing of comments/approvals, including financial documentation.
  • Compiling and maintaining standard reporting metrics.
  • Coordinating webinars and conference calls on behalf of the Executive.
  • Arranging and managing meetings, providing both on-site and pre/post meeting support.
  • Coordinating logistical arrangements for meetings and client visits.
  • Assisting the Executive(s) with email management and calendar organization.
  • Supporting other Executive Staff members with their requests.
  • Managing expense reports and travel arrangements for the Executive and department Directors as necessary.
  • Providing assistance and direction to visitors and vendors as required.
  • Overseeing general office supply inventory and business card orders.
  • May supervise the work of other administrative staff, including project oversight.
  • Offering backup support for other Assistants and occasionally the front desk as needed.
  • Adhering to applicable laws and regulations, following Quality Management System processes, and demonstrating ethics and integrity in all organizational matters.
  • Carrying out additional responsibilities as assigned.
Qualifications

  1. Bachelor's degree or an equivalent combination of education and experience.
  2. A minimum of eight (8) years of progressive experience in administrative support.
  3. Advanced proficiency in Microsoft Office Suite.
Preferred Qualifications

  1. Exceptional written and verbal communication skills.
  2. Strong attention to detail and the ability to work independently.
  3. Outstanding organizational and project management skills.
  4. Capability to maintain confidentiality and discretion at all times.
  5. Ability to operate with a high level of independence.
  6. Possession of an up-to-date Public Notary certification.
  7. Effective interaction with all organizational levels, both internally and externally.
  8. Proficient in making critical decisions in the absence of the Executive.
  9. Strong negotiation skills in significant matters where impact and risk are crucial.

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