Executive Administrative Assistant I

5 days ago

Cerritos, United States Robert Half Full time
Job DescriptionJob DescriptionWe are in search of an Executive Administrative Assistant I to join our team in Cerritos, California. This role will primarily involve providing comprehensive administrative support, managing executive schedules, and coordinating with various stakeholders within the organization. The selected candidate will have the opportunity to work in a fast-paced environment and will be instrumental in facilitating smooth operations within our team.

Responsibilities:

• Manage and organize executive calendars, ensuring all appointments and meetings are accurately scheduled and timely reminders are sent.

• Provide event planning support for onsite meetings, including coordinating with vendors, gathering necessary paperwork for hotel contracts, and ensuring all logistics are seamlessly handled.

• Assist in setting up general sales meetings and booking conference rooms as per the requirements of the team.

• Monitor and manage emails, ensuring all communication is appropriately responded to or forwarded to the relevant parties.

• Handle expense reporting using Concur, ensuring all expenses are accurately recorded, validated, and submitted for approval.

• Provide support for the executive's direct reports, including assisting with their expenses and meeting planning needs.

• Maintain a high level of confidentiality in all interactions and communications.

• Collaborate with another administrative assistant to effectively support the team's administrative needs.

• Engage in the management of office functions, ensuring all processes and procedures are adhered to.

• Use monitoring tools to track and manage various tasks and projects within the team.

This role offers a long-term contract employment opportunity.• Proficiency in handling Office Functions
• Experience in managing Contracts
• Ability to work efficiently with 'About Time' software
• Familiarity with dealing with Vendors
• Capability to manage and organize Paperwork
• Expertise in Calendar Management
• Experience in Expense Reporting
• Knowledge of Financial Notes
• Proficiency in using Monitoring Tools
• Ability to maintain Confidentiality
• Experience in conducting Video conferences
• Proficiency in Event Planning
• Comfortable in Onsite job roles
• Proficiency in using Zoom for virtual meetings
• Familiarity with creating and using Templates
• Experience in using Concur for expense management
• Ability to manage Sales Meetings
• Experience in Meeting Planning
• Familiarity with Booking Conference facilities
• Experience in QA Management

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