Executive Support Specialist
4 weeks ago
About the Role
The Executive Assistant plays a vital role in supporting senior executives or high-level management within the organization. This position requires a high level of discretion, organization, and communication skills to perform the essential functions of the position.
Key Responsibilities
- Calendar Management: Maintain and manage executive schedules, including arranging meetings, appointments, and travel. Coordinate and prioritize daily appointments, ensuring efficient time management.
- Communication and Correspondence: Act as the primary point of contact between the executive(s) and internal/external clients and vendors. Draft, review, and manage correspondence, emails, memos, and reports on behalf of the executive(s). Screen incoming calls and emails, redirecting or responding as appropriate.
- Meeting Coordination: Organize and prepare materials for meetings, including agendas, presentations, and reports. Attend meetings, take minutes, and follow up on action items. Arrange and manage logistics for both in-person and virtual meetings.
- Travel Arrangements: Coordinate domestic and international travel, including flights, accommodations, transportation, and itineraries. Prepare travel expense reports and ensure timely reimbursement processing.
- Project Support: Assist in the planning and execution of special projects and initiatives. Manage and track project deadlines, ensuring timely completion.
- Office Management: Oversee the executive office's administrative functions, including maintaining office supplies, and equipment, and ensuring a professional office environment. Coordinate in-office visits for staff, coordinating with IT to ensure proper equipment set up. Oversee usage and coordination of the Company Sprinter Van. Handle confidential and sensitive information with discretion.
- Relationship Management: Build and maintain positive relationships with the Senior Leadership team, and upper management, including clients, partners, and team members. Represent the executive(s) in a professional manner during interactions with various parties.
Qualifications
- Education: Bachelor's degree in Business Administration, Communications, or a related field preferred.
- Experience: Minimum of 3-5 years of experience in an executive assistant or similar administrative role. Experience supporting C-level executives or senior management is highly desirable.
- Skills: Exceptional organizational and time management skills. Strong written and verbal communication skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. Ability to handle multiple tasks and prioritize effectively in a fast-paced environment. High level of discretion and confidentiality. Strong interpersonal skills and ability to interact with diverse groups of people.
Compensation
The pay range for this role is $75,000 USD per year (Rancho Cucamonga Office).
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