JOB ID: EB-8754384566
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ADDRESS
El Segundo, CA
POSITION
Executive Assistant
ATTRACTIVE FACTORS
- Incredible firm
- Stunning offices in El Segundo
- Free breakfast and lunch and coffee bar daily
- Opportunity to interface/interact with high-profile, interesting individuals
- OT eligible (5 hours guaranteed a week)
- Work from home Fridays
KEY RESPONSIBILITIES
- Screen a large volume of incoming calls and greet guests in a professional and courteous manner
- Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents and visa coordination
- Schedule and organize meetings, conferences and off-sites including all related logistics
- Prepare and edit relevant materials for team, including Word Documents, and Excel Spreadsheets
- Establish, develop, maintain and update filing system
- Allocate and process expenses for professionals, including American Express and Out of Pocket expenses using the Concur expense management system
- Handle recruitment coordination and logistics for new employees on the team
- Compose strategic communications such as letters, memos, invitations, agendas and correspondence related to all projects and on behalf of executives. Edit for accuracy and clarity of final copy; proofread for spelling, grammar, format for consistency and make the appropriate changes
- Manage work priorities independently and respond to business outside of normal business hours as needed
- Perform other related general administrative tasks for executives as assigned and required
- Use US Mail, FedEx, and other services to send and track priority mail
- Coordinate closely with team and other assistants to provide phone coverage and back-up assistance.
TOP KEYS FOR CLIENT
- Bachelor’s Degree or four or more years of administrative assistance experience or training, or equivalent combination of education and experience
- Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing demands and meet deadlines
- Strong initiative and ownership of responsibilities – Must demonstrate a proactive, positive attitude towards given tasks, plan ahead for potential issues and take appropriate action
- Exemplary interpersonal skills necessary to handle sensitive and confidential situations. Role continually requires demonstrated poise, tact and diplomacy
- Superb written and verbal communication skills. Strong attention to detail when composing and proofing materials required
- Team-oriented and collaborative attitude is a must
- Extensive knowledge of Microsoft Outlook and proficient in Excel, Word and PowerPoint
- Working knowledge of office administrative procedures and operating standard office equipment