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Administrative Assistant/Executive Assistant

Date Posted: 6/10/2021

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Job Description

 The Administrative Assistant will be working directly with the Founder & CEO and the President & CSO as well as the Executive Team. The Administrative Assistant serves as the primary point of contact for internal and external parties on all matters pertaining to the CEO and President. The Administrative Assistant will anticipate their needs for maximum efficiency and impact with communications, tasks, meetings and projects. This will involve organizing and coordinating outreach and external relations efforts; and overseeing special projects. The Administrative Assistant will ensure clear communication and connectivity between the CEO, President, C-team, Leadership Team, and staff.


JOB FUNCTIONS:
Supporting the CEO & President:
? Manage a broad variety of responsibilities for the CEO and President including: managing calendar of appointments; composing and preparing documents/correspondence; compiling documents for meetings
? Communicates directly, and on behalf of the CEO/President, with vendors, investors, staff, and others, on matters related to CEO/President
? Provides a bridge for smooth communication between the CEO/President and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
? Works closely and effectively with the CEO/President to keep them well informed of upcoming commitments and responsibilities, following up appropriately -
? Assists with critical aspects of deliverables with a hands-on approach, including drafting emails, documents/correspondence, and other tasks that facilitate the CEO/President's ability to effectively lead the company
? Follows up on contacts made by the CEO/President and supports the cultivation of ongoing relationships
? Create and maintain list of short/long term priorities and tasks and proactively manages and updates lists in real-time and ensures that deadlines are met
? Plans and schedules meetings, including conference room/venue booking, travel arrangements, food and beverage ordering, and AV equipment coordination

? Proactively meets daily with the CEO/President and takes steps to ensure that direction is being received daily for prioritization of key tasks, consistently checking in with CEO/President
? Participates in executive meetings and follows up on action items (i.e. Executive Team Meeting, Weekly Biz Dev Meeting, Weekly Account Development Meeting, etc.)

Supporting the Executive Team:
? Plans and coordinates internal and external events and ensures event logistics are planned appropriately and in advance of the event
? Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Secondary Responsibilities:
? Manages and acts as a liaison between the Landlord and all other vendors associated with the building
? Creates and coordinates monthly Employee Wellness Program activities and events
? Processes expense reports as needed
? Organizing travel plans, itineraries, and agendas as needed
? Employee may perform other related duties to meet the ongoing needs of the company as requested by the manager.
 

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.
To apply please email your resume to aolver@ultimatestaffing.com

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Job Snapshot

  • Employee Type:Full-Time
  • Location:Irvine, CA
  • Job Type:Media - Journalism
  • Experience:Not Specified
  • Education:Not Specified
  • Date Posted:6/10/2021
  • Contact: Ashley Olver (714) 929-1310
  • Pay Range: $22.00 - $26.00 Hourly
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Job Reference: JO-2103-113685