Executive Administrative Assistant

5 days ago

Scotts Valley, California, United States Universal Audio, Inc Full time


Summary  

Universal Audio is looking for an experienced, reliable Executive Assistant who will be responsible for managing the schedule, business travel, offsites, expense reporting and day-to-day responsibilities of our Executive Team. This position requires someone with a keen ability to prioritize many tasks across multiple functions. The Executive Assistant coordinates activities between departments and outside parties. The work is generally of a critical or confidential nature.

Success in this role means managing the workload so the Executive Team may stay focused on the most business-critical opportunities and ensuring they make deadlines and hit goals all while promoting company values and maintaining high team morale. 

The ideal candidate is highly self-motivated, professional, capable of managing their workload by prioritizing tasks in a fast-paced environment. The person thrives in changing environments and excels in bringing order to the things around them.

Key Responsibilities
 

  • Manage calendars for the Executive Team & Senior Teams.  This includes managing the corporate calendar and supporting the scheduling of company-wide meetings.
  • Prepare meeting agendas, take meeting minutes, and track follow up action items using tools such as Asana and Trello
  • Learn and stay abreast of UA Product and Technologies
  • Coordinate cross-functionally projects and efforts with the other members of your Executive Administrative Team
  • Arrange complex and detailed domestic and international travel plans and itineraries
  • Support the Human Resources and Marketing teams in event planning and execution
  • Arrange and manage domestic and international travel
    1. Plan itineraries
    2. Book transportation, lodging, and accommodations
  • Manage and track Executive Team expenses
  • Serves as a liaison with other UA staff members 
     
     

Required Skills & Experience

  • Bachelor's Degree or equivalent experience required
  • 5+ years of experience supporting a CEO or President.
  • Demonstrated proficiency in MS Office, iOS, and Google Docs
  • Communication proficiency
  • Time management
  • Meticulous attention to detail with calendar management and travel arrangements.
  • Collaboration skills
  • Personal effectiveness/credibility
  • Experience using tools such as TaskRabbit and G-suite
  • Ability to manage multiple projects running concurrently and driving them to a swift and thorough close.
  • Ability to anticipate needs and proactively follow through on assignments.

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