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Executive Assistant

Date Posted: 6/11/2019

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Job Description

Leading Investment organization in Newport Beach is adding an Executive Assistant to support their CEO.  This role will provide executive and occasional personal support the CEO and additional Executives.  

Essential Job Functions
*    Executive Assistance to the CEO
o    Arrange business travel and prepare expense reports 
o    Maintain calendar and contacts; proactively identify and address opportunities and issues
o    Process mail and emails, answer and manage incoming calls
o    Interface with employees, portfolio company executives, vendors, etc. via email/phone/in person on Partner's behalf
o    General clerical duties including creating binders, filing, photocopying, and mailing

*    Personal Assistance to the CEO
o    Process medical claims and reimbursements, including interfacing with medical service providers
o    Manage personal calendar for CEO (e.g. doctor's appointments, schedule lunches, dinner reservations)

*    General Office Administration 
o    Corporate Traveler liaison
o    Order office and kitchen supplies
o    Administer parking cards/validation stickers for office 
o    Collect and distribute mail
o    Coordinate facility repairs and replacements
o    Portfolio company meeting coordination
o    EA back-up support 
o    Updating Office listings
o    Order business cards
o    Maintain and restock copy room and kitchen

Key Attributes
*    Consistently positive attitude and willingness to improve
*    Proactive- identify Partner needs and challenges and address before or as they arise
*    Customer service orientation -a professional, friendly and easy-to-work with approach is critical.
*    Strong organizational skills, attention to detail, and accuracy
*    Flexibility and adaptability 
*    Strong confidence in own abilities
*    Strong interpersonal skills
*    Strong/professional verbal and written communication skills
*    Teamwork -

Other Required Skills, Abilities, Experience
*    Proficient computer skills and in-depth knowledge of relevant software: Outlook, Word, Excel, PowerPoint 
*    Problem assessment and problem solving
*    Information gathering and monitoring 
*    Planning, organizing, prioritizing
*    Self-starter

We are an equal opportunity employer and make hiring decisions based on merit. Recruitment, hiring, training, and job assignments are made without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, or any other protected classification. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

Job Requirements

Must have recent EA/PA to the C level experience
Degree preferred
MS Office
Concur for expenses
Posted By: ekrueger@ultimatestaffing.com

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Job Snapshot

  • Employee Type:Full-Time
  • Location:Newport Beach, CA
  • Job Type:Admin - Clerical
  • Experience:Not Specified
  • Education:Not Specified
  • Date Posted:6/11/2019
  • Contact: Emi Krueger (714) 929-1310
  • Pay Range: $80,000.00 - $95,000.00 Annually
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Job Reference: JO-1905-59032