Executive Assistant

1 month ago

Irvine, United States Robert Half Full time
Job DescriptionJob DescriptionWe are offering a contract to hire employment opportunity for an Executive Assistant in Irvine, California. In this role, you will be providing administrative support within a fast-paced and dynamic work environment. Your core duties will revolve around managing executive schedules, handling travel arrangements, and overseeing other administrative tasks to facilitate efficient operations.

Responsibilities:

• Managing and organizing the executive's calendar, ensuring all appointments and meetings are accurately scheduled and timely.

• Coordinating all travel arrangements, including booking flights and accommodations, and creating detailed itineraries.

• Serving as an extension of the executive by having access to their emails, responding to inquiries, and ensuring all communications are handled professionally and promptly.

• Taking minutes during meetings and ensuring all key points and decisions are accurately recorded and distributed to relevant parties.

• Handling various ad hoc tasks such as managing expenses, overseeing FedEx shipments, creating copies, and putting together marketing books.

• Ensuring all customer credit applications are processed accurately and efficiently.

• Maintaining detailed and accurate customer credit records.

• Monitoring customer accounts and taking necessary actions based on account activities.

• Using MS Office and Apple Macintosh tools to facilitate administrative tasks and communications.

• Providing overall administrative oversight to ensure all operations run smoothly.

With the wide range of responsibilities, this role requires a strong set of administrative skills, including proficiency in MS Office, Apple Macintosh, and master scheduling. The ability to manage travel arrangements and handle administrative procedures is also key to this role.• Possess a minimum of 2 years of experience as an Executive Assistant or in a similar role
• Proven expertise in Administrative Assistance, Administrative Management, and Administrative Oversight
• Demonstrated experience in Administrative Office procedures and Administrative Policy implementation
• Proficiency with MS Office and MS Office 365 applications is required
• Experience working with Apple Macintosh systems
• Mastery of scheduling tasks, including Master Scheduling and Calendar Management
• Familiarity with handling Accrued Expenses
• Proven ability to coordinate and handle travel arrangements, including Detailed Travel and Arranging Travel
• Experience in Administrative Procedures is a must
• Ability to use Administrative Experience to manage and oversee administrative tasks effectively
• Proactive and able to perform tasks with minimal supervision
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multitask
• Problem-solving and decision-making skills
• Ability to maintain a high level of confidentiality
• Strong attention to detail and precision in execution of tasks
• Ability to work in a fast-paced, deadline-driven environment.

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