Executive Assistant

2 weeks ago

Irvine, United States Park Consulting Group Full time

Executive Assistant / Chief of Staff to Founder / CEO

 

PARK CONSULTING GROUP is the ‘go to’ Technology Consulting Firm that specializes in implementing permitting software solutions for cities, counties, and government agencies. Our team members serve our clients by successfully delivering permitting and citizen engagement software solutions that improve internal operations, manage new services, and enhance customer service to their constituents.


IDEAL CANDIDATE: An experienced Executive Assistant to provide core administrative support and also serve as strategic partner to the Founder/ CEO of the firm. This dynamic position requires the ability to proactively anticipate needs and execute special projects end-to-end, balance tactical flexibility with strategic planning, and provide a consistently high level of professionalism and confidentiality. The successful candidate will be exceptionally organized, detail oriented and proactive. They will possess strong verbal and communication skills, be resourceful, flexible, and professional. The Candidate must have previous experience providing executive support and managing projects for an executive leader(s) and preferably in the Technology or Consulting industry. This role is mostly remote and will require some days supporting the Founder/ CEO in Irvine, CA office location, as well as occasional travel to client sites supporting the Founder and the client services project teams. This person should have an exceptional track record of supporting executive leadership and experience working in a fast-paced environment.


WORK CULTURE: Fast-paced. Client-focused. High-quality deliverables. Collaborative in a near 100% virtual environment. High aptitude for working with technology. Figure it out and get it done attitude.


RESPONSIBILITIES:


  • Manage CEO email inbox- monitoring and organizing incoming emails, sorting and prioritizing emails based on urgency and importance, coordinate responses with the CEO as needed and maintain contact lists.
  • Actively own and manage CEO calendar- extensive scheduling, calendar coordination, managing complex and changing calendars, working through scheduling roadblocks while optimizing for the needs and priorities of the business. Practice sound judgment in prioritizing CEO’s time.
  • Coordinate CEO’s domestic and international travel logistics, including flights, accommodations, and ground transportation.
  • Support CEO with special projects and business operations projects. Oversee project execution, tracking progress, identifying risks and issues, and implementing corrective actions to ensure timely completion and successful outcomes.
  • Provide preparation support to strategic, operations and client meetings. Arrange and handle logistics for client and company meetings and events; ensure agendas and meeting minutes are prepared; assist in developing and distributing presentation materials; Attend meetings and take detailed notes.
  • Create and manage standard operating procedures and checklists for processes and routing tasks. Identify and offer suggestions for process improvement.
  • Assist and own various operational tasks including contract and insurance document management, invoice payment tracking with clients and vendors, and annual City and State Business compliance..
  • Ensure visibility and smooth communication with broader company staff, enabling credibility, trust, and supporting the company staff when needed.
  • Serve as the primary point of contact to the CEO. Including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral or response, providing recommendations and decisions to reflect CEO’s style and organization policy.
  • Perform errands around Orange County area for executive including returns/ purchases/ pick-up to stores and post-office/ UPS/Fedex/Amazon, purchase and sending gifts, delivering gifts, dry cleaning, coordinate deliveries and vendors at company and personal residence


REQUIREMENTS:


  • Proven experience with complex coordination and operations in a small-business, start-up environment.
  • Experience successfully supporting a CEO/ Founder or executives with broad responsibilities is highly preferred.
  • Relevant experience with fast-paced, growth environments, including technology companies, consulting, or similar.
  • Self-starter, ability to complete a high volume of tasks and projects with little or no guidance.
  • Strong digital and virtual communications skills – written and verbal.
  • Expert in producing and managing documents and deliverables from MS Office 365 Products including Outlook, Excel, PowerPoint, Word, Teams, and Sharepoint.
  • Exceptional organizational skills and impeccable attention to detail.
  • Ability to switch gears at a moment’s notice.
  • Willingness to operate under non-standard working hours, whether because of the CEO’s work schedule, travel, or other scheduling requirements.
  • Able to maintain a high level of integrity and discretion in handling confidential information.
  • Valid Driver’s License and be comfortable driving in and around Orange County, CA (will receive IRS mileage reimbursement beyond regular office commute)
  • Proficient with office productivity, operations, and project management software
  • Bachelor’s Degree preferred


HOURS:


  • 8am-6pm (typical) + 24/7 mentality


  • Park Consulting Group is an active participant in the E-Verify Program. 

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