Executive Assistant to Chief Executive Officer

4 days ago

California, United States Insight Global Full time
Job Summary

We are seeking a highly skilled and experienced Executive Assistant to support our Chief Executive Officer at Insight Global. The successful candidate will be responsible for providing administrative support, managing calendars, coordinating travel arrangements, and ensuring the smooth operation of our office.

Key Responsibilities
  • Executive Support:
    • Manage calendars for the CEO, including professional and personal appointments
    • Coordinate all stakeholders for onsite and offsite executive meetings
    • Prepare the CEO for upcoming meetings and ensure follow-up items are completed
    • Organize the CEO's to-do list and provide daily and weekly updates
    • Screen communication in and out of the CEO's office
    • Manage tight deadlines and daily communication with high-level clients
    • Coordinate travel arrangements and provide detailed itineraries
    • Prepare expense reports and manage recurring company expenses
    • Assist with professional and personal errands and tasks, including client gifts and selecting meeting venues
  • Office Management & Operations Support:
    • Manage office supplies and ensure proper stock levels
    • Maintain common areas and ensure office decor and foliage upkeep
    • Manage food service requests for meetings
    • Handle building requests and liaise with vendors
    • Greet guests professionally and oversee parking access
    • Receive and ship packages
    • Manage office access permissions and desk-booking software
    • Plan, execute, and oversee logistics of company-wide meetings
  • Company Culture and Cross-Departmental Support:
    • Assist with special projects and presentations, including research
    • Collaborate with HR to assess and improve cultural practices
    • Support event planning efforts and conduct research projects
    • Coordinate team travel for offsites and organize RSVP lists
    • Work in conjunction with HR to maintain the company calendar
    • Coordinate communications on people changes with HR and management
    • Manage company perks
  • Special Projects, and Internal and External Events Support:
    • Lead Koala Corps activities (our Community Initiative with Children's Hospital)
    • Provide support for marketing and social media-related activities
    • Assist with company communications, including The Influencer and PR-related efforts
    • Take on special projects as needed, including creating presentations, proofreading, editing, and overseeing design work
    • Manage event budgets, including forecasting and negotiating with vendors
    • Coordinate photography and videography needs for all official company events
    • Conceptualize and execute routine team bonding events
    • Source and manage event planners
    • Plan and produce successful Annual Anniversary celebration
Requirements
  • 5+ years of experience in executive support, event planning, and office management
  • Bachelor's degree or equivalent experience
  • Excellent organizational and multitasking skills
  • Strong communication and interpersonal abilities
  • Proficiency in Google Drive, Zoom, and calendar management tools
  • Ability to handle confidential information with discretion
  • Flexibility to adapt to changing priorities
  • Resourceful and efficient problem-solver

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