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Senior Executive Assistant

2 months ago

La Jolla, California, United States Eastridge Full time
Job Overview

Eastridge Workforce Solutions is a premier provider of workforce management solutions, committed to linking skilled professionals with significant career paths. We are actively seeking a proficient Executive Assistant/Project Manager to support the Senior Vice President's office at a leading educational institution. If you are a meticulous, organized individual with a strong inclination towards project management and executive assistance, we invite you to consider this opportunity.

Position Summary:

The Executive Assistant/Project Manager will be responsible for managing the administrative and project management duties for the Senior Vice President's office. This position demands outstanding organizational, project, and time management capabilities, with a keen emphasis on detail. The successful candidate will handle multiple schedules, coordinate reporting, and facilitate communication across various departments while upholding a high degree of confidentiality.

Key Responsibilities:

  • Calendar & Meeting Coordination:
    • Oversee a busy calendar, organizing, scheduling, and arranging both internal and external meetings, ensuring timely appointments and making adjustments as needed.
    • Assist in the planning, tracking, and coordination of large meetings for the Senior Vice President and leadership team, including venue logistics.
  • Strategic Reporting & Administrative Support:
    • Assist senior management with strategic reports that require performance or program-level data, coordinating work teams to meet reporting deadlines.
    • Manage credit card reconciliations for the Senior Vice President and senior management.
  • Client Relations & Communication:
    • Deliver exceptional customer service on behalf of the SVP's office, ensuring a responsive environment for both internal and external stakeholders.
    • Act as a liaison for a diverse range of constituents, discerning the nature and purpose of visits, meetings, and calls with professionalism.
  • External Contact Management:
    • Oversee external contacts, track communication, prioritize, and respond to inquiries. Welcome and direct clients and visitors for meetings.
    • Serve as the main point of contact among executives, employees, clients, and external partners, ensuring timely and accurate information flow.
  • Office Management & Coordination:
    • Facilitate communication, tracking, and updates across departments, acting as a virtual office manager.
    • Prepare information for internal and external communications, including memos, emails, presentations, and reports.
  • Meeting Support & Travel Coordination:
    • Document minutes during significant meetings and manage travel arrangements, coordinating both domestic and international travel plans.
  • Event & Report Management:
    • Assist with high-profile events, conferences, and leadership meetings, managing necessary reports.
  • Confidentiality & Discretion:
    • Protect confidential information, ensuring all sensitive matters are addressed with the utmost discretion.

Qualifications:

  • Education & Experience:
    • A Bachelor's degree in business, management, communication, or a related field is preferred.
    • A minimum of five (5) years of relevant executive-level and administrative support experience in a professional, fast-paced environment.
    • Direct project management experience is essential.

Competencies/Technical Skills:

  • Ability to collaborate effectively as part of a team and contribute to collective goals.
  • Strong accountability, problem-solving abilities, and respect for others.
  • Capability to influence and build effective relationships to achieve business objectives.
  • Creativity and innovation in developing and implementing new programs or processes.
  • Proficiency in Microsoft Office Suite Applications (Word, Excel, PowerPoint, Outlook) and moderate skills in Salesforce (CRMs).
  • Ability to work independently in a dynamic environment with multiple projects and shifting priorities.
  • Strong interpersonal skills and effective communication with a diverse community.

Why Consider This Opportunity?

  • Be part of a respected institution known for excellence and innovation.
  • Work in a challenging and rewarding environment that values your contributions.
  • Contribute to organizational success through strategic planning and executive support.

Benefits: For more information about the benefits available to Eastridge's temporary employees, please refer to the provided resources. Occasionally, Eastridge's clients may offer additional benefits to employees while on assignment. Details regarding those benefits will be communicated as applicable.

Eastridge Workforce Solutions is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Note: Eastridge is unable to provide visa sponsorship to applicants. Certain clients may require background checks, and Eastridge will consider qualified applicants with criminal histories in accordance with applicable laws.