Executive Assistant

3 weeks ago

Oceanside, United States Tru HR Solutions Full time

My client Brixton is looking for an Executive Assistant.


Summary:

Brixton, located in Oceanside, the role of Executive Assistant will support the CEO, and is responsible for providing comprehensive support with a high level of professionalism and confidentiality. This position requires the ability to prioritize, anticipate needs, think critically and be solution – oriented in a dynamic environment. This position requires completion of a broad variety of administrative tasks that include, but not limited to managing a very busy calendar/schedule, assisting with special projects, designing, and producing complex documents, reports and presentations, collecting and preparing information for meetings with internal partners and external parties, composing and preparing correspondence, maintaining contact lists, making travel arrangements and completing expense reports.


Key Responsibilities:


Executive Support:

·        Provide efficient and practical daily calendar management for the Leaders. Prioritize multiple inquiries and requests while troubleshooting and diminishing scheduling conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

·        Plans, coordinates, and ensures CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway,” win-win solutions for direct access to the CEO.

·    Communicates directly, and on behalf of the CEO, with external constituents on matters related to CEO programmatic initiatives.

·    Researches, prioritizes, and follows up on incoming issues and concerns related to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

·    Provides smooth communication between the CEO and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.

·    Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer” having a sense for the issues taking place in the environment and keeping them updated.

·    Builds relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have an organizational impact.

·    Prioritizes conflicting needs; handles matter expeditiously, proactively and follows-through on projects to successful completion, often with deadline pressures.

·    Assist with office management that may include help with office organization, supplies, etc.


Senior Management Liaison

·        Participates as an adjunct member of the Executive Team

·        Responsible for planning and coordination of senior management staff meetings, off-sites, and all company meetings

·        Facilitates cross-divisional coordination of travel and outreach plans.


Personal Assistant Support

·        Help with personal/individual tasks that can be done remotely and offline. Some example tasks can be making running errands, flight reservations, sending gift for various occasions, etc.

·        Other Personal Assistant / administrative tasks that can be performed remotely/online not already listed above.


Required Skills

·        5 – 10 years’ experience: / must be a self-starter.

·        Must be able to work evenings and weekends.

·        Bachelor’s Degree and/ or minimum 5 years supporting a CEO in a startup environment.

·        3 years of progressively increasing responsibility as an Executive Assistant with a solid track record providing support for SVP and above.

·        Comfortable using both Mac and PCs; advanced understanding of Microsoft Suite, Google Apps, teleconferencing applications, expense management, HR, and legal platforms.

·        Proficient in excel and PowerPoint.

·        Exceptional written and verbal communication skills.

·        Bachelor’s Degree or relevant qualifications.


Desired Attributes

·        Mature, thoughtful professional.

·        Solution-oriented mindset.

·        Loves building relationships; puts people at ease.

·        Natural collaborator who enjoys an exchange of ideas.

·        Nimble, flexible thinker with both strength of conviction and the ability to see an issue from multiple angles and perspectives.

·        Questions with curiosity and an open mind, and challenges with respect and new thinking.

·        Leads through both lesson and example.

·        Able to maintain and foster a sense of calm under pressure.

·        Thrives in a hands-on, entrepreneurial environment.

·        High confidence, low ego.

·        Positive, cheerful disposition.


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