Executive Assistant

Job Type

Full-time

Description

Sun World is seeking an executive assistant to join the team. The Executive Assistant will provide high-level administrative support to the Executive Chair, CEO and CCO. Reporting directly to them, this position provides administrative support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to the administrative staff of the Company's principal shareholder and to senior management, organizes and coordinates executive outreach and external relations efforts, and oversees a variety of special projects. Qualified candidates must be creative, adaptive, and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative and organizational skills, preserve confidentiality, and the ability to maintain a realistic balance among multiple priorities emanating from varied senior executives.

RESPONSIBILITIES

• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the global operations of the company.

• Oversee and maintain the executive's daily calendar of meetings and events. Skillfully organize complex calendars and align the availability of others to confirm scheduling of all types, resolving conflicts with respectful consideration and finesse.

• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization. Extensive use of Outlook and MS Teams, as well as DocuSign, Publisher, Adobe Pro and other software.

• Arrange global travel and accommodations for executives. Collect receipts and prepare expense reports. Process incoming invoices for approval and relay to Accounting for payment.

• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.

• Excellent communication and time management skills; proven ability to meet deadlines.

• Ability to function well in a high-paced environment; performs additional duties as assigned by executives.

• Draft and deliver professional correspondence for internal & external communications.

• Maintain the Executive's directory of contacts.

• Assist in preparation and publishing of digital & print presentation materials, slide decks, financial spreadsheets & charts, bound reports, and so on.

• Use discretion, confidentiality, and good judgment to handle C-Level matters.

• Represent the company and the Executive in a positive light through great follow-through skills and sound judgment.

• Complete ad hoc projects, as assigned, maintain adequate inventory of office supplies, kitchen stock and promotional merchandise.?

• Meetings & event planning and implementation for executive leadership & directors of the board.

• Provide incidental support to Marketing and other depts for similar planning of business travel, group meetings, trade show attendance & exhibition, and Sun World-hosted events for clients and guests.

• Assist IP and global licensing administrative teams with detailed operational processes. Facilitate Executive Chair, CEO and CCO signings to properly execute business contracts; compose letters of invitation for licensees and guests seeking to obtain travel visas; and so on.

Requirements

KEY LEADERSHIP ATTRIBUTES

• Embodies core values of humility, respect, integrity, and innovation.

• Has a growth mindset

• Executional discipline, highly effective in follow-through

• Strong communication skills; written, verbal and non-verbal

PROFESSIONAL SKILLS & QUALIFICATIONS

• Bachelor's degree required

• 5+ years of related experience required in working in an executive assistant role supporting C-Level executives.

• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)

• Ability to communicate effectively and professionally.

• California notary license

• Flexible hours as dictated by the needs of business for projects and meetings.

Sun World International LLC is an Equal Opportunity Employer, and we value diversity. The company does not discriminate based on race, color, religion, sexual orientation, gender identity, national origin, age, disability, veteran status or any other characteristic forbidden under federal, state or local law.

Salary Description

$31-$38/hour with Bonus