Executive Assistant

4 months ago

Costa Mesa, United States Automobile Club Full time
Executive Assistant

This position provides administrative support directly to Executive Management. Under limited direction, you will perform a variety of complex and sensitive administrative duties to support Executive Management, usually of a confidential nature. Requires a thorough knowledge of and competence in administrative skills. 

What You’ll Do:

You will assist Executive Management in their daily business affairs and provide direct administrative support. Schedule, coordinate and review the flow of information among executive and management staff, employees, members, vendors and professional groups. 

You’ll prioritize conflicting needs, handle matters expeditiously, proactively rather than reactively, and follow through on projects to successful completion. 

You will be required to maintain a high level of confidentiality. 

You’ll perform high-level administrative responsibilities, including scheduling meetings, taking and delivering confidential messages, and composing routine and non-routine written correspondence. 

You will coordinate and calendar the daily schedule of assigned Executive(s), including meetings, conferences, and travel. Schedule and coordinate travel itineraries, ground transportation and related meetings.

You’ll respond to incoming calls from employees, members, vendors and others, providing general information and referring calls of sensitive nature to executive management. Proactively handle complaints/inquiries.

You may assist with the design and development of multimedia presentations and report documents for executive management, using word processing, slide graphics, spreadsheet and/or database software applications. 

You may assist in preparing budgets, annual and monthly forecasts and cost performance review as well as other financial reports. Make recommendations regarding budgeting needs, when requested.

You will manage the processing of invoices, contracts, and other written correspondence with other departments and branch offices, members, legal agencies, vendors and professional organizations.

You’ll develop working relationships with internal departments for support, information and assistance.

What You’ll Need:

Advanced level computer skills (including Outlook, Word, Excel, PowerPoint, Access, MS Teams, timecards, and SharePoint). 

Knowledge of our multiple business lines in support of the Club’s Member Relationship Management (MRM) strategy. Understanding and upholding the company’s core values are paramount.

Advanced skills regarding spelling, grammar, punctuation, vocabulary.

Advanced skills in writing reports, designing forms and filing/record keeping.

Basic math skills.

Experience using office equipment, including printers, fax, and binding machines.

Requires advanced time management skills to structure activities effectively set priorities and maintain multiple tasks while adjusting to changing circumstances. 

Ability to quickly learn the company’s policies, protocol, and business units. 

Ability to effectively work in a team comprised of management as well as peers required. 

4 – 6 years office administration experience, preferably supporting executive or upper management.

Prior Club related experience preferred.

#LI-DF1

The starting pay range for this position is:

$29.54 - $39.39

Additionally, you will be eligible to participate in our incentive program based upon the achievement of organization, team and personal performance.

.

Remarkable benefits:
• Health coverage for medical, dental, vision
• 401(K) saving plan with company match AND Pension
• Tuition assistance
• PTO for community volunteer programs
• Wellness program
• Employee discounts

Auto Club Enterprises is the largest federation of AAA clubs in the nation. We have 14,000 employees in 21 states helping 17 million members. The strength of our organization is our employees. Bringing together and supporting different cultures, backgrounds, personalities, and strengths creates a team capable of delivering legendary, lifetime service to our members. When we embrace our diversity – we win. All of Us With our national brand recognition, long-standing reputation since 1902, and constantly growing membership, we are seeking career-minded, service-driven professionals to join our team.

“Through dedicated employees we proudly deliver legendary service and beneficial products that provide members peace of mind and value.”

AAA is an Equal Opportunity Employer

The Automobile Club of Southern California will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

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