Administrative Support Specialist

2 weeks ago

Encino, California, United States New Gig Solutions Full time
Job Description

Job Title: Executive Assistant

Location: This Role is 100% onsite

Overview:

New Gig Solutions is seeking a highly organized and adaptable Executive Assistant to support the seamless operation of the executive's daily activities, from administrative tasks to strategic support.

Key Responsibilities:

1. Executive Support:

  • Manage and prioritize the owner's calendar, coordinating appointments, meetings, and events.
  • Serve as a gatekeeper by handling correspondence, emails, and communications on behalf of the owner.
  • Organize and prepare materials for meetings, including agendas, reports, and presentations.
  • Assist in preparing executive-level documents and reports.

2. Administrative Duties:

  • Handle confidential information with professionalism and discretion.
  • Maintain and organize both physical and digital documents, files, and records.
  • Coordinate travel arrangements, including flights, accommodation, and ground transportation.
  • Ensure the owner is well-prepared for meetings and events.

3. Project Management:

  • Lead special projects as assigned, ensuring timely completion and alignment with company objectives.
  • Track project timelines and deliverables, holding stakeholders accountable for progress.
  • Assist in overseeing company initiatives and delegate tasks as necessary.

4. Operational Support:

  • Collaborate with various departments to ensure alignment with the owner's priorities and facilitate communication.
  • Coordinate events, meetings, and social engagements, managing all logistics.
  • Assist with personal tasks and responsibilities as needed.

5. Client and Vendor Relations:

  • Act as a point of contact between the owner, clients, and vendors.
  • Ensure timely communication and resolution of issues among all parties involved.

Qualifications:

  • Excellent organizational and time-management skills, capable of handling multiple tasks in a fast-paced environment.
  • Strong written and verbal communication skills.
  • Ability to maintain confidentiality and manage sensitive information discreetly.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
  • Initiative, problem-solving skills, and a proactive attitude.
  • Flexibility to adapt to the owner's evolving needs and schedule changes.

Preferred Qualifications:

  • Bachelor's degree in business administration or a related field.
  • Proven experience as an executive assistant or in a similar role supporting a senior executive.
  • Experience in project management or operations.
  • Strong understanding of business operations and organizational processes.

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