Executive Assistant

6 days ago

Los Angeles, United States Robert Half Full time
Job DescriptionJob DescriptionWe are offering a long-term contract opportunity for an Executive Assistant in Los Angeles, California. This role is instrumental in supporting the Technology Division of our organization, providing administrative and operational assistance. The Executive Assistant will collaborate closely with senior leadership and cross-functional teams to ensure efficient operations, manage schedules, coordinate initiatives, and facilitate communication across departments.

Responsibilities:

• Manage executive calendars, schedule meetings, and resolve scheduling conflicts with internal and external stakeholders.
• Coordinate the day-to-day activities of the CTO, including task prioritization, travel arrangements, and providing general administrative support.
• Prepare and organize materials for meetings, including presentations, agendas, and reports.
• Handle confidential and sensitive information with discretion.
• Assist in coordinating key initiatives, projects, and milestones within the Technology Division.
• Act as a liaison between the CTO and the team, providing logistical support for meetings and project updates.
• Facilitate communication across departments to ensure seamless information flow.
• Serve as a point of contact for internal teams and external vendors regarding technology-related requests.
• Organize and manage events such as team offsites, technology briefings, conferences, and other division-related gatherings. Oversee logistics to ensure smooth execution of events.
• Assist with the preparation and submission of reports, business documents, and presentations for the Technology Division.
• Coordinate travel arrangements for the CTO and other team members, ensuring compliance with company policies and timely reimbursement.
• Maintain and organize files, documents, and records in accordance with company guidelines.
• Review and edit internal communications, memos, and documentation for clarity and professionalism.• Minimum of 5 years' experience in an Executive Assistant role or similar position
• Proficient in the use of Concur for travel and expense management
• Experience with CRM software for customer relationship management
• Familiarity with the Kronos Timekeeping System for accurate tracking of hours worked
• Ability to manage complex calendars and coordinate meetings, appointments and travel arrangements
• Excellent communication skills, both written and verbal, for detail oriented correspondence and conference calls
• Proficiency in the use of digital calendars and scheduling tools (Calendaring)
• Ability to handle confidential information with discretion and professionalism
• Strong organizational skills, attention to detail, and ability to multitask
• Proactive nature and ability to anticipate the needs of executives
• Willingness to continuously learn and adapt in a fast-paced environment
• Strong problem-solving skills and ability to think strategically
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Bachelor’s degree in business administration or related field preferred.

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