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Executive Assistant-EK

Date Posted: 6/22/2022

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Job Description

Corporate Realty Investment firm in Irvine is looking for the absolute best and brightest to join their team of dedicated professionals as an Executive Administrative Assistant at their home office in Irvine, California.  This role is an IN OFFICE role.   Must be FULLY VACCINATED.

What You Will Do

The Executive Administrative Assistant provides executive support to the CEO in a one-on-one working relationship. This position will function as a strategic partner to the CEO while coordinating multiple schedules and overseeing long-term projects. This individual must have strong multitasking skills, ability to anticipate needs, demonstrate the ability to interact positively with clients, investors, vendors, and employees. Individual must demonstrate a polished and professional attitude and appearance, possess strong customer services skills, and excellent phone etiquette.

Job Responsibilities

 

  • Completes a broad variety of high-level administrative tasks including but not limited to: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Arrange complex meetings and events, coordinating with clients, investors, vendors, and employees.
  • Act as an efficient gatekeeper for access to executive's calendars and office time.
  • Coordinate and help plan Executive meetings, including preparation of materials.
  • Provide a bridge for smooth communication between CEO and executive team; demonstrate leadership to maintain credibility, trust, and support of executive team.
  • Assist CEO in overseeing of Executive team and key projects. Track commitments and responsibilities, following up appropriately.
  • Represents the CEO by welcoming visitors, reviewing correspondence; arranging company dinners and other corporate functions; answering questions and meeting requests directed to the CEO.
  • Maintains accurate records and files (meeting notes, correspondence, reports, budget, status of ongoing projects, etc.).
  • Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
  • Responds to email/phones and direct inquires to the appropriate person.
  • Manage Corporate Credit Card.
  • Assist other in the office on various projects, when available.
  • Complete ad-hoc projects as assigned such as personal events and/or family needs.
What We Need

 
  • Bachelor's degree required
  • 5+ years of related experience required in working in an executive assistant role supporting C-Level executives.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Highly resourceful team-player, with the ability to also be extremely effective independently.
  • High integrity and ethical behavior.
  • Ability to work in fast paced, dynamic environment with minimal supervision and multiple deadlines.
  • Forward looking thinker, who actively seeks opportunities and proposes solutions.
Qualifications

 
  • Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff and external partners.
  • Expert level written and verbal communication skills.
  • Proven ability to handle confidential information with discretion, be adaptable t
    To apply please email your resume to ekrueger@ultimatestaffing.com

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Job Snapshot

  • Employee Type:Full-Time
  • Location:Irvine, CA
  • Job Type:Admin - Clerical
  • Experience:Not Specified
  • Education:Not Specified
  • Date Posted:6/22/2022
  • Contact: Emi Krueger (714) 929-1310
  • Pay Range: $90,000.00 - $110,000.00 Annually
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Job Reference: JO-2205-162805