Executive Assistant

Role Overview

The Executive Assistant position involves delivering high-level administrative assistance with utmost discretion, professionalism, and sound judgment. The role oversees complex scheduling, travel planning, communication, and administrative tasks for senior executives. Acting as a pivotal link among executives, internal teams, and external contacts, the Executive Assistant ensures smooth functioning of the executive office while maintaining the organization's integrity and confidentiality.

Key Responsibilities

• Organize and manage executive calendars, arrange meetings, coordinate commitments, and prepare daily schedules.
• Plan and book domestic and international travel, including flights, local transport, accommodations, and detailed trip itineraries.
• Generate and distribute regular reports on a daily, weekly, and monthly basis for executive leadership.
• Coordinate logistics for meetings and events, both on-site and off-site, including booking venues, catering, and setting up technology support.
• Monitor executives’ email inboxes and manage communications proactively on their behalf as appropriate.
• Support business meetings and reviews by preparing agendas, taking comprehensive notes, and managing follow-ups.
• Prepare and monitor executive expense reports ensuring timely submissions.
• Receive and prioritize phone calls and messages for executives efficiently.
• Organize corporate meetings and events such as all-hands meetings and staff functions.
• Manage corporate mobile devices by overseeing ordering, upgrades, replacements, and invoice processing.
• Provide varied administrative support to senior leaders including document preparation and calendar management.
• Help coordinate office facilities including maintenance orders and communication with cleaning services.
• Maintain filing systems encompassing contracts, agreements, and corporate records.
• Assist with onboarding activities, including training on office systems and travel coordination for candidates.
• Process necessary travel documentation like passports and visas.
• Support payroll and HR functions such as timekeeping submissions and new-hire system entries.
• Maintain office supplies and ensure equipment like printers remain stocked and in good condition.
• Administer routine administrative tasks such as scanning, copying, faxing, and occasional errands.
• Coordinate projects with contractors and vendors, verify invoice accuracy, and collaborate with receiving for prompt accounts payable processing.
• Assist intercompany purchasing between Los Angeles and Germany offices by preparing purchase orders, tracking progress, confirming shipping, and communicating status, representing under 10% of responsibilities.

Qualifications and Experience

• At least five years of executive-level administrative support experience.
• High school diploma or equivalent required; additional training in Microsoft Office, administrative sciences, or customer relations preferred.
• Knowledgeable in office administration procedures and professional communication etiquette.
• Advanced skills in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook, alongside general office technologies.
• Strong abilities in written and verbal communication.
• Exceptional organizational skills with excellent attention to detail and consistent follow-through.
• Proven aptitude to juggle multiple priorities and meet deadlines in a dynamic environment.
• Strong interpersonal skills to collaborate effectively with diverse groups.
• Firm commitment to confidentiality and handling sensitive information with discretion.
• Capability to plan and manage workload proactively, anticipating needs and resolving challenges.
• Outstanding relationship-building skills with executives, employees, vendors, and external partners.

Additional Information

The yearly salary range for this position is $75,000 to $85,000. This job description outlines typical duties and qualifications and is not an exhaustive list. The employer is an equal opportunity entity committed to fairness regardless of race, color, religion, gender, sexual orientation, gender identity, national origin, disability, or veteran status.