Executive Support Specialist

3 weeks ago

Santa Rosa, California, United States Kavaliro Full time
Job Title: Executive Assistant

Location: Napa, CA

Job Type: Contract-Perm

Job Overview:

The Executive Assistant will provide high-level administrative support to company executives, ensuring the smooth and efficient operation of their daily activities. This role requires a proactive, detail-oriented individual who can handle a variety of tasks with discretion, professionalism, and a sense of urgency.

Key Responsibilities:

  • Calendar Management: Coordinate and manage the executive's schedule, ensuring efficient time management by prioritizing meetings, events, and travel arrangements.
  • Communication: Serve as the primary point of contact for internal and external communications, including emails, phone calls, and other correspondence. Draft and edit executive-level communications as needed.
  • Meeting Preparation: Organize and prepare materials for meetings, including agendas, presentations, and reports. Take detailed meeting minutes and follow up on action items.
  • Project Management: Assist with special projects by managing timelines, coordinating cross-departmental activities, and ensuring timely completion of deliverables.
  • Confidentiality: Handle sensitive information with the utmost confidentiality and professionalism.
  • Expense Management: Process and track expenses, prepare monthly reports, and ensure compliance with company policies.
  • Event Coordination: Assist in planning and coordinating company events, conferences, and team-building activities.
  • Office Support: Handle general office tasks, such as managing office supplies, filing, and assisting with administrative duties as needed.

Required Qualifications:

  • Education: Bachelor's degree in business administration, communications, or related field (preferred but not required).
  • Experience: Minimum of 3-5 years of experience as an executive assistant or in a similar administrative role supporting senior-level executives.

Skills:

  • Exceptional organizational and multitasking abilities.
  • Strong written and verbal communication skills.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools (e.g., Google Calendar).
  • Ability to prioritize and manage multiple tasks in a fast-paced environment.
  • High level of discretion and confidentiality.
  • Excellent attention to detail and problem-solving skills.
  • Experience with travel coordination and expense management software (e.g., Concur, Expensify).

Preferred Qualifications:

  • Experience in a corporate or fast-growing company.
  • Ability to anticipate needs and proactively manage tasks without guidance.

Personal Attributes:

  • Professional and courteous demeanor.
  • Self-starter with a proactive attitude and strong initiative.
  • Strong interpersonal skills with the ability to build relationships at all levels of the organization.
  • Adaptable and flexible to changing demands.

Salary: $34-$49/hour depending on experience

Kavaliro provides Equal Employment Opportunities to all employees and applicants. 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. Kavaliro is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Kavaliro will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please respond to this posting to connect with a company representative.

  • Technical Support Specialist

    2 weeks ago

    Santa Rosa, California, United States The Fountain Group Full time

    Job SummaryWe are seeking a highly skilled Technical Support Specialist to join our team at The Fountain Group. As a Technical Support Specialist, you will provide operational support to departmental projects and larger scale department/division-wide efforts.Key Responsibilities• Track information and generate reports to ensure seamless project...

  • Executive Support Specialist

    1 week ago

    Santa Monica, California, United States Lotus West Properties Full time

    Job Title: Executive Support SpecialistWe are seeking a highly organized and efficient Executive Support Specialist to join our team at Lotus West Properties. The ideal candidate will be able to manage multiple tasks with ease, provide exceptional administrative support, and maintain confidentiality.Responsibilities:Manage the CEO's calendar and schedule...

  • Operations Support Specialist

    1 month ago

    Santa Rosa, California, United States Blue Star Partners LLC Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Operations Support Specialist to join our Implementation Team at Blue Star Partners LLC. The successful candidate will be responsible for timely execution of new account set-ups and ongoing post-implementation account updates across multiple software platforms and databases for Toxicology...

  • Executive Support Specialist

    6 days ago

    Santa Monica, California, United States Outlandish Inc Full time

    About the RoleWe're seeking a highly organized and dynamic Executive Support Specialist to join our team at Outlandish Inc. in Santa Monica. As an Executive Support Specialist, you will be responsible for providing administrative support to our Account Director, ensuring seamless communication and coordination with clients and internal teams.Key...

  • Operations Support Specialist

    4 weeks ago

    Santa Rosa, California, United States Collabera Full time

    Job Title: Operations Support AdministratorWe are seeking a highly organized and detail-oriented Operations Support Administrator to join our team at Collabera. As an Operations Support Administrator, you will be responsible for providing exceptional customer service, managing multiple software platforms and databases, and ensuring timely execution of new...

  • Technical Support Specialist

    1 month ago

    Santa Rosa, California, United States The Fountain Group Full time

    Job Summary:We are seeking a highly skilled Technical Support professional to join our team at The Fountain Group. As a Technical Support Specialist, you will provide operational support to departmental projects or larger scale department/division-wide efforts.Key Responsibilities:• Track information and generate reports to ensure seamless project...

  • Executive Support Specialist

    5 days ago

    Santa Rosa, California, United States City of Santa Rosa California Full time

    Key Responsibilities:Provide exceptional administrative support to senior-level staff.Develop and implement efficient office systems and procedures.Collaborate with cross-functional teams to achieve organizational goals.About the Role:The City of Santa Rosa is seeking a highly skilled and experienced administrative professional to join our team. As a Senior...

  • Client Support Specialist

    2 weeks ago

    Santa Rosa, California, United States County of Sonoma, CA Full time

    Client Support SpecialistAre you passionate about providing exceptional support to individuals in need? We are seeking a skilled Client Support Specialist to join our team at the County of Sonoma, CA.Key Responsibilities:Provide safe and supportive services to clientsCollaborate with multidisciplinary teams to ensure comprehensive careDevelop and maintain...

  • Client Support Specialist

    2 weeks ago

    Santa Rosa, California, United States County of Sonoma, CA Full time

    Client Support SpecialistAre you passionate about providing exceptional support to our community? We're seeking a skilled Client Support Specialist to join our team at the County of Sonoma, CA.Key Responsibilities:Provide safe and supportive services to clientsCollaborate with colleagues to ensure effective service deliveryDevelop and maintain strong...

  • Client Support Specialist

    6 days ago

    Santa Rosa, California, United States County of Sonoma, CA Full time

    Job Title: Client Support SpecialistWe are seeking a highly skilled and compassionate Client Support Specialist to join our team at the County of Sonoma, CA. As a Client Support Specialist, you will play a crucial role in ensuring safe and efficient transportation for clients transitioning between healthcare settings, residential placements, and...

  • IT Support Specialist

    2 weeks ago

    Santa Rosa, California, United States Kaiser Permanente Full time

    Job Summary:The IT Support Specialist is responsible for providing first or second level support to resolve problems with products and applications, performing the setup and maintenance of computer systems, and interacting with third party hardware and/or software vendors.Key Responsibilities:Apply up-to-date knowledge in subject area to meet deadlines,...

  • Client Support Specialist

    4 weeks ago

    Santa Rosa, California, United States County of Sonoma Full time

    Job Title: Client Support SpecialistJoin the County of Sonoma as an extra-help Client Support Specialist and contribute to the well-being of our community.Job Summary:A Client Support Specialist plays a vital role in ensuring safe and efficient transportation for clients transitioning between healthcare settings, residential placements, and appointments....

  • Senior Client Support Specialist

    5 days ago

    Santa Rosa, California, United States The Camden Center Full time

    The Camden Center seeks a dedicated and compassionate Senior Client Support Specialist to provide high-quality support to clients. As a key member of our team, you will work closely with clients to develop and implement personalized support plans, ensuring their unique needs are met.Key Responsibilities:Conduct regular face-to-face sessions with clients to...

  • IT Support Specialist

    2 weeks ago

    Santa Rosa, California, United States Kaiser Permanente Full time

    Job Summary:The successful candidate will provide first or second level support to resolve problems with products and applications, perform setup and maintenance of computer systems, and interact with third-party hardware and/or software vendors. This role requires a strong understanding of technical concepts and excellent communication skills to effectively...

  • IT Support Specialist

    1 week ago

    Santa Rosa, California, United States Kaiser Permanente Full time

    Job Summary:The IT Support Technician Network/Telephony role at Kaiser Permanente is responsible for providing first or second level support to resolve problems with products and applications, performing the setup and maintenance of computer systems, and interacting with third party hardware and/or software vendors.This position requires a strong...

  • Quality Operations Support Specialist

    6 days ago

    Santa Rosa, California, United States LanceSoft Full time

    Job Title: Quality Operations Support SpecialistAt LanceSoft, we are seeking a highly skilled Quality Operations Support Specialist to join our team. As a Quality Operations Support Specialist, you will be responsible for supporting manufactured test equipment and performing precision measurements to ensure functionality and accuracy.Key...

  • Technical Support Specialist

    1 week ago

    Santa Rosa, California, United States The Fountain Group Full time

    Job Summary: We are seeking a highly skilled Technical Support Specialist to provide operational support to departmental projects or larger scale department/division-wide efforts. The ideal candidate will have 1+ years' experience in Technical Support and general familiarity with applications, network connectivity. Experience in healthcare/hospitals settings...

  • Clinical Support Specialist

    6 days ago

    Santa Rosa, California, United States CQ Partners Full time

    Job SummaryThe Clinical Support Specialist will serve as support staff and scribe to the Chief Audiologist in the clinic. This role requires strong organizational skills and adaptability to manage multiple tasks throughout the clinic day. The ideal candidate will possess excellent communication skills and be able to effectively interact with patients,...

  • Service Technical Support Specialist

    2 weeks ago

    Santa Rosa, California, United States LanceSoft Full time

    Job Title: Service Technical Support SpecialistJob Summary:We are seeking a highly skilled Service Technical Support Specialist to join our team at LanceSoft. As a key member of our Quality Operations team, you will be responsible for supporting manufactured test equipment and ensuring its functionality and accuracy.Key Responsibilities:• Perform...

  • Executive Support Specialist

    2 weeks ago

    Santa Monica, California, United States Naked Cashmere Full time

    Job Title: Executive AssistantNaked Cashmere is seeking a highly skilled and organized Executive Assistant to provide administrative support to our CEO. The ideal candidate will have excellent communication and organizational skills, with the ability to work in a fast-paced environment.Key Responsibilities:Provide high-level administrative support to the...