Executive Assistant

2 weeks ago


Irvine, United States Henslee Recruiting Services, LLC Full time

Please note: This role will start as hybrid– one to two days a week onsite in Irvine, CA.

Flexibility to consider 100% remote once a working relationship is established.


Summary

The Executive Assistant will provide administrative, coordination and project support to the Founder and Owner of HRS, LLC. The executive assistant plays an integral role ensuring smooth operations and efficient client management contributing to the company’s overall success. This is a hybrid role requiring occasional on-site work and provides a long-term contract opportunity.


Essential Duties & Responsibilities

Organize office operations, procedures, and other related activities to ensure efficient workflow.

Follows up on status of pending matters, monitors the process through to completion.

View and answer all incoming e-mail and mail, screen telephone calls and document detailed messages, providing a summary of the information as necessary.

Prepare correspondence (includes handling of confidential information), establishing and maintaining uniform correspondence procedures and protocol.

Create, maintain, and update various databases, extrapolating, analyzing, and presenting data to assist executive with strategic decisions.

Processes contracts and proposals as appropriate, including entering them into the vendor management system. Facilitates processing of purchase orders and payment of invoices for vendors in coordination with Accounts Payable.

Manages executive calendar, scheduling social and work appointments as appropriate, organizing programs, coordinating participation in events and/or conferences, and issuing information and invitations.

Follow up on questions/issues and communicate with appropriate personnel to achieve resolution.

Create presentation materials.

Occasionally accompany executive to special meetings and/or local events to help ensure logistics run smoothly. Logistics include presentation space, layout, and audio/visual equipment requirements.

Assist with special projects and initiatives as needed, demonstrating flexibility and adaptability.

Handle sensitive information with discretion.


Qualifications:

Education and/or Experience:

The ideal candidate is a person who enjoys assisting others, has a positive attitude, can work independently, has keen attention to detail, demonstrates reliability, pro-activeness, strong communication, organization, time management techniques and can work as a team player.

This position interacts with and provides service to internal and external stakeholders along with prospective clients.

The Executive Assistant must be positive and approachable, and work effectively with diverse personalities.

Successful work history to include 5 years of experience in a professional office setting directly related to job responsibilities specified above.

High school degree and college level coursework (or equivalent work experience) in computer software usage, general administrative operations, project coordination, and executive support.

Strong to excellent proficiency with personal computers and Microsoft Office applications (i.e., Word, Excel and PowerPoint) with the ability to operate standard office equipment.

Advanced business writing skills.

Skill in organizing resources and establishing priorities.

Demonstrated ability to resolve problems and present results neatly, with clarity and precision in oral and written form.

Maintain a valid Driver’s License & have reliable transportation.


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