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Executive Assistant and Office Administrator

2 months ago

Irvine, California, United States Tevora Full time
Job Description

**Job Summary**

Tevora is seeking a highly skilled and experienced Executive Assistant and Office Administrator to join our team. As a key member of our administrative staff, you will provide exceptional support to our executive management team, ensuring seamless day-to-day operations and contributing to the success of our organization.

Key Responsibilities:

  • Executive Support: Provide administrative support to our CEO, President/COO, and other executives, including scheduling meetings, managing calendars, and coordinating travel arrangements.
  • Office Management: Oversee the day-to-day operations of our office, including managing office space, coordinating maintenance and repairs, and ensuring a clean and organized work environment.
  • Communication Management: Handle incoming and outgoing communications, including emails, phone calls, and written correspondence, and ensure timely and effective communication with stakeholders.
  • Project Management: Assist with project planning, coordination, and execution, ensuring timely completion and meeting project objectives.
  • Gatekeeping: Act as a gatekeeper, managing the flow of information and requests to the executives, prioritizing tasks, and ensuring efficient use of time.
  • Confidentiality: Maintain a high level of confidentiality, especially when dealing with sensitive information related to the executives, the company, or its clients.
  • Event Planning: Coordinate and execute events, conferences, and other company functions, from planning to execution.
  • Travel Coordination: Arrange complex travel plans, including booking flights, hotels, transportation, and preparing detailed itineraries.
  • Financial Management: Assist with budgeting, expense reporting, and managing invoices or other financial documentation.
  • Relationship Building: Build and maintain relationships with key contacts, both within and outside the organization, on behalf of the executives.
  • Document Management: Organize and maintain executive files, both digital and physical, and ensure that all important documents are easily accessible.
  • Research and Analysis: Provide research, analysis, and recommendations to assist the executives in making informed decisions.

Requirements:

  • Experience: Minimum 3 years' experience as an Executive Assistant, Office Manager, or similar experience.
  • Skills: Proficient in Outlook, Excel, Word, PowerPoint, and other Microsoft Office applications. Excellent oral, written, communication skills, and ability to handle confidential information.
  • Education: High school diploma or equivalent required; associate's or bachelor's degree preferred.
  • Certifications: None required.

Preferred Qualifications:

  • Travel Arrangements and Expense Management: Experience with travel arrangements and expense management, preferably with American Express Global Business Travel.
  • Cybersecurity and Information Technology: Familiarity with cybersecurity and information technology principles and practices.

Physical Demands:

  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.
  • Frequently required to use hands or fingers; handle or feel objects, tools, or controls.
  • Occasionally required to stand; walk; sit; and reach with hands and arms.
  • The employee must occasionally lift and/or move up to 25 pounds.
  • Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is typically low to moderate.

Benefits:

  • Comprehensive benefits offering.
  • Paid time off and holidays.
  • 401(k) with company discretionary match.
  • Vibrant work culture.