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Executive Assistant 2
Ref No.: 18-09169
Location: Costa Mesa, California
Job Title- Executive Assistant
Job Duration- 03 Months
Job Location- Costa Mesa, CA

Aids executive in staff capacity by handling a wide variety of situations involving the administrative functions of the office that cannot be brought to the attention of the executive. A combination of 5-10 years of directly related training and/or experience is typically required for carrying out the responsibilities for this job. Advises individuals inside and outside the organization on the executive views on major policies or current issues facing the organization. May serve as the executive's representative at meetings and express the executive's viewpoints at such meetings. Contacts or responds to contacts from high ranking individuals who may be from large national or international firms and may involve unique situations and each contact must be handled differently, using judgment and discretion. May compose and sign correspondence for executive. Notes commitments made by executives during meetings and arranges for staff implementation. On own initiative, arranges for staff members to represent organization at meetings and conferences. Reads outgoing correspondence for executive approval and alerts writers to any conflicts or departure from policies or executive's viewpoints. In executive's absence, ensures that requests for action or information are relayed to the appropriate staff member. As needed, interprets request and helps implement action, decides whether executive should be notified of important or emergency matters. Analyzes unit operating practices, such as record keeping systems, forms control, office layout, suggestion systems, personnel and budgetary requirements, and performance standards to create new systems or revise established procedures. Prepares reports including conclusions and recommendations for solution of operational and administrative problems. Issues and interprets operating policies. Coordinates collection and preparation of operating reports, such as budget expenditures, and statistical records of performance data.

Knowledge / Skills / Abilities
  • Strong knowledge and application of PC desktop applications, including Microsoft Office, PowerPoint, Excel
  • Strong organizational skills.
  • Strong oral and written communication skills.
  • Strong customer service skills.
  • Ability to operate a variety of types of office equipment.
  • Expense reports
  • Scheduling/Calendaring for multiple leaders and staff
  • Catering and special event coordination
Direct Supervisor (representative position title):
  • SVP, Marketing and Global Corporate Responsibility
  • President and above