Executive Assistant/Special Projects Coordinator

Found in: Resume Library US A2 - 1 week ago

Irvine California, United States TORKLAW Full time
TORKLAW is a dynamic, industry-leading organization dedicated to innovation and excellence. As we continue to expand and evolve, we are seeking an exceptionally capable Executive Assistant to support our CEO. If you're a highly motivated, organized, and proactive individual with a knack for problem-solving, we want to hear from you

The Executive Assistant will serve as an essential partner to the CEO, handling a wide range of administrative and executive support-related tasks. The ideal candidate is diligent, honest, and responsive, with the ability to work independently in a fast-paced environment. You will be trusted with confidential information and high-level responsibilities, requiring the utmost discretion and integrity.

Key Responsibilities

Manage and maintain the CEO's calendar, including scheduling meetings, conferences, and travel arrangements

Screen phone calls, emails, and other correspondence, responding or directing as appropriate

Prepare and edit documents, presentations, and reports

Organize and prioritize incoming information and requests

Facilitate internal communication, acting as a liaison between the CEO and other departments

Handle personal tasks and errands for the CEO as needed

Problem-solve and manage projects, exhibiting an ability to think on your feet and take initiative

Qualifications

Bachelor's degree or equivalent experience

A minimum of 3-5 years of experience as an Executive Assistant or similar role

Exceptional verbal and written communication skills

Strong organizational and time-management abilities

Proficiency in Microsoft Office Suite and other office management tools

Discretion and confidentiality, able to handle sensitive information with integrity

Demonstrated ability to be proactive and take the initiative

Ability to work in a fast-paced environment and adapt to rapid change

Requirements

If you're the kind of person who thrives in a challenging, fast-paced setting, and you have a proven track record of excellence as an executive assistant, we'd love to hear from you

Managing complex schedule - professional and personal calendars

Managing internal and external meetings and events, including bookings, event-planning, catering, guest-lists, invitations, and execution

Coordinating all aspects of the Executives and other executive team’s travel arrangements, including ground and air travel, travel documents, last-minute trip changes, and expenses

Communicating directly and on behalf of the Executive, attorneys, staff, and others.

Prioritizing conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion

Answering telephone, screening and logging calls, taking messages

Compiling various reports such as expenses, data-analysis, performance evaluation, and meeting notes.

Drafting acknowledgment letters and correspondences on behalf of the Executive

Managing executive’s time to ensure schedule stays on track

Organizing logistical arrangements for all meetings and engagements

Managing all incoming invitations, including coordinating a tracking system for invitations, ensuring timely response and confirming meetings

Assessing and circulating the Executive's daily schedule and keeping staff informed of engagements when necessary

Providing remote support to the Executive while on travel

IMPORTANT: TO APPLY

You will be evaluated and vetted based on your ability to follow instructions.

Do not apply through this posting, or the contact information on our website.

TO APPLY: Call us at (phone number removed) and follow the instructions given.

Required Skills/Qualifications:

5+ year experience as an Executive assistant supporting senior executive

College degree preferred

Digital Proficiency in all Operating Systems, Browsers, MS Word, Excel and PowerPoint, Outlook, etc.

Strong oral and written communications skills

Able to handle sensitive information with discretion

Excellent problem-solving and organizational skills

Must have a professional demeanor and respect confidentiality and security protocols

Polished presentation skills with the ability to confidently react to situations in a timely and professional manner

Ability to exercise good judgment, focusing on prioritizing the Executive's schedule

Benefits

About TorkLaw

TorkLaw is an incredibly fast-moving, innovative law firm that is all about delivering the absolute best client experience and unmatchable legal representation to each and every one of our clients while having an impact on our communities. We’re all about working hard and staying humble. In the spirit of humblebragging, here are some of our awards and accolades:

Top 10 % of Inc. 5000 list of America’s fastest growing companies
Best Law Firm US World News & Report - 5 consecutive years
Featured in CNN, Forbes, The Wall Street Journal, Daily Journal, The Advocate
If you’re looking for a job that’s boring and easy, you won’t find that here. We put 110% into everything we do. Greatness is achieved through hard work, discipline, and sacrifice, and we’re determined to be great. Late nights and weekends do happen - that’s what coffee is for.

We’re not crazy; we just believe in what we do.

If you'd like to be part of a nationally recognized, collaborative and downright badass team, then we can’t wait to hear from you..

Eligible employees receive paid vacation and sick leave, as well as certain paid holidays.

TorkLaw currently offers the following group benefits to eligible employees:

Medical insurance

Dental insurance

Vision insurance

Life insurance

Qualified dependents of enrolled employees may also enroll in the group insurance plans selected by the employee, at the employee’s cost.

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