Job Description

Seeking a Executive Assistant provides high-level administrative support to executives within an organization. They are responsible for managing schedules, coordinating meetings, handling correspondence, and performing various administrative tasks to ensure the smooth functioning of the executive's office. The role requires strong organizational skills, discretion, and the ability to prioritize tasks effectively.

Pay: $20-$30/hr

Key Responsibilities:

1. Schedule Management:

• Coordinate and manage executives' calendars, including scheduling meetings, appointments, and travel arrangements.
  • Prioritize conflicting demands and ensure timely resolution.
  • Anticipate schedule changes and proactively adjust plans as needed.

1. Communication:

• Serve as the primary point of contact for internal and external stakeholders, screening and directing inquiries appropriately.
  • Manage correspondence, including emails, letters, and phone calls.
  • Draft and edit documents, presentations, and reports on behalf of the executive.

1. Meeting Coordination:

• Arrange and organize meetings, including preparing agendas, distributing materials, and recording minutes.
  • Coordinate logistics for meetings, such as booking conference rooms, arranging catering, and ensuring technology requirements are met.
  • Follow up on action items and deadlines resulting from meetings.

1. Travel Arrangements:

• Coordinate travel arrangements, including flights, accommodations, and transportation.
  • Prepare travel itineraries and ensure executives have all necessary documentation and information for their trips.
  • Reconcile travel expenses and process reimbursement requests.

1. Administrative Support:

• Perform general administrative tasks, such as filing, copying, and scanning documents.
  • Maintain organized electronic and physical filing systems.
  • Handle confidential information with discretion and professionalism.

1. Relationship Management:

• Build and maintain strong working relationships with colleagues, clients, and external partners.
  • Collaborate with other administrative staff to support departmental goals and initiatives.
  • Represent the executive professionally in all interactions.

1. Special Projects:

• Assist with special projects and initiatives as assigned by the executive.
  • Conduct research, gather data, and prepare presentations or reports as needed.

Qualifications:

• Bachelor's degree preferred, or equivalent work experience.
• Proven experience as an executive assistant or similar role.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Excellent communication and interpersonal skills.
• Strong organizational and time management abilities.
• Ability to handle multiple tasks simultaneously while maintaining attention to detail.
• Discretion and confidentiality in handling sensitive information.
• Flexibility and adaptability to changing priorities and environments.
• Professional demeanor and appearance.

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 City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.