Executive Assistant

Project Management

• Collaborate closely and effectively with the executive to keep them well-informed of upcoming commitments and responsibilities.
• Maintain detailed records of action items assigned to and by the executive.
• Skillfully prioritize conflicting needs and handle matters expeditiously and proactively.
• Oversee assigned projects from inception to successful completion, often under tight deadlines.
• Collaborate with other departments to collect, analyze, and interpret data for trend identification and informed decision-making.
• Champion process improvement initiatives to enhance organizational efficiency.
• Manage, track, and coordinate projects and special assignments to meet objectives.
• Partner with and delegate work to the admin team when assistance is required and diligently follow up on results.

Meeting & Calendar Management

• Maintain an active and meticulously organized calendar for appointments, meetings, conferences, and events.
• Expertly organize and schedule meetings, telephone/video conferences, and industry events.
• Compile essential documents for both local and travel-related meetings, ensuring seamless meeting preparation.
• Facilitate executive access and approval for meetings and office resources.
• Prepare and provide necessary reports and notes before routine meetings to ensure productive discussions.
• Represent the executive at meetings in their absence, showcasing a keen understanding of their needs and priorities.
• Collect and distribute meeting agendas as required, ensuring meeting objectives are met.
• Ensure the presence of all required attendees for executive meetings.
• Conduct pre-testing of conferencing and video equipment before executive meetings to prevent technical disruptions.

Email & Communication Management

• Efficiently manage and maintain executive email accounts.
• Optimize executive time by skillfully handling correspondence, drafting letters and documents, and prioritizing communications.
• Respond to or direct inquiries, ensuring timely and appropriate responses.
• Safeguard confidential information with unwavering diligence.
• Act as the primary point of contact, communicating on behalf of the executive with a wide range of stakeholders, including managers, vendors, customers, partners, potential hires, and employees.
• Bridge communication gaps between the executive's office and internal departments to ensure seamless operations.
• Keep the executive well-informed about environmental issues and updates.
• Cultivate and maintain valuable client relationships.

Travel & Expense Management

• Expertly plan and execute all travel arrangements for executives and occasionally for other team members.
• Organize travel plans, itineraries, and agendas, including coordination of corporate jet travel, transportation, lodging, and meeting accommodations.
• Register executives and team members for industry events and create comprehensive group travel plans.
• Prepare AFE (Approval for Expense) forms for executive approval, ensuring efficient expense management.
• Compile and meticulously manage executive expense reports for reimbursement.
• Skillfully administer executive credit card reconciliation to maintain financial accuracy.
• Process and diligently approve expense reports for the executive's direct reports, with strict compliance monitoring.
• Manage and optimize executive travel rewards programs for maximum benefit.
• Ensure timely payment of expenses, and promptly report non-compliant expenses with supporting details.
• Recommend audits for recurring expense violations to mitigate future risks.

General Administrative Assistance

• Document and organize meeting notes efficiently.
• Generate, format, and manage information, ensuring accuracy in data input and editing.
• Provide essential support for personal tasks and errands as required.
• Contribute to the meticulous planning and execution of company events.
• Actively participate in corporate initiatives within the admin team.
• Maintain comprehensive executive contact lists for seamless communication.
• Extend a warm welcome to guests and customers, both in person and over the phone.
• Implement and manage an organized filing and retrieval system for historical documents and conversation references.
• Compile, format, edit, and distribute monthly/quarterly reports to key stakeholders.
• Offer expert technical support for smart phones, tablets, and laptops.
• Ensure data integrity through database backups and electronic file maintenance.
• Facilitate the training of staff members on various administrative tasks.
• Conduct negotiations with suppliers, oversee procurement, and manage office equipment maintenance.
• Make informed and authorized business decisions to streamline operations.
• Process check requests for company expenses payable to vendors.
  

Desired Skills and Experience

The Executive Assistant role is a pivotal position that demands exceptional critical thinking skills and the ability to navigate intricate, matrixed decision-making landscapes to provide unwavering support to our esteemed C-level executives, including the CEO, CIO, CFO, COO, CIO, CAO, and more. In this dynamic role, you will support our Chief Operating Officer and will be entrusted with sensitive and confidential information, serving as the gatekeeper for incoming and outgoing communications on behalf of our executives. You will exercise sound judgment to make authorized business decisions, and your responsibilities will extend to reading, researching, and routing correspondence, as well as meticulously recording meeting notes when our executives are unavailable. Your direct correspondence will include our internal leadership and extend to managers, vendors, customers, and partners. This role is not just about administrative support; it's about being the driving force behind our executives' success and the smooth operation of our office environment.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.