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Executive Assistant
Advanstar
Santa Monica, CA
Uh oh, this posting was removed on 7/28/2014 6:06:00 AM PST
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The Executive Assistant provides administrative assistance to multiple executives. Approximately 50% of the job is support to the EVP, HR and HR function. The individual in this role will be responsible for the following:
• Drafts letters, reports, documents, templates and presentations, executing from original executive concept to final draft form. May include conducting research, performing statistical analysis, synthesizing narrative information, proofreading and organizing materials to most effectively communicate with the audience. Work products may be highly confidential or sensitive in nature.
• Provides accurate and crucial information to potential or current customers or colleagues (employees).
• Maintains executive calendars; schedules appointments and coordinates group meetings and appointments. Develops schedules and itineraries for guests and visitors, to include coordinating access to work space and equipment as needed.
• Performs all general administrative functions, which may include, but is not limited to sending template emails, completing or witnessing documents, proofreading, copying, scanning, filing, sorting mail and distributing mail or other designated information, maintaining inventory of documents (electronically or hard copy), tracking and executing invoices.
• Answers phones, screens and triages calls for executive attention, screens and responds to email and inquiries, and greets visitors as required. Using well-founded knowledge and good judgment, manages access of others to the executive.
• Organizes travel for executive and assigned staff through designated vendor, ensures compliance with company policy and efficiency of travel to maximize executive productivity. Prepares and submits executive expense reports.
• Organizes meetings and events to include researching venue options, developing agendas, organizing presentations and speakers, managing logistics and travel, managing budget and negotiating with vendors.
• Develops basic business knowledge of each executive's professional discipline (IT, HR, Legal, Finance) and their organization so as to enhance and tailor effectiveness of administrative support unique to those disciplines.
• Partners with the Executive Assistant to the CEO to support board meeting prep/ execution. Provides back up administrative coverage to ensure CEO administrative needs are met. May provide direct support to the CEO when Exec Assistant is out of office or otherwise not available.
• Models policies, procedures and culture of the company.
Requirements:
High school education or equivalent, with a minimum of two years additional formal education, combined with five or more years' prior administrative experience. Must have demonstrated proficiency with contemporary office technology and with typical office software such as Word, Excel, PowerPoint, and enterprise information systems commonly found in and accessed by HR, Legal, IT and Finance. Must demonstrate skill, poise and discretion in interpersonal communication and relationships and consistently demonstrate a high degree of professionalism. Must have the ability to maintain confidentiality and remain composed and productive under stress. Excellent organizational and time management skills with ability to seamlessly shift as priorities require, and balance the needs of multiple executives equitably.
OTHER KEY SUCCESS ATTRIBUTES:
Strong customer-service orientation. Ability to ''connect the dots'' -identify relationships among information, conversations, and interactions and assess effect of one action on another to determine a best path of executing responsibilities. Ability to effectively anticipate and resolve potential issues or conflict. Looks for opportunities to assist and support the executive. Demonstrates ability to ''find a way'' and get things done with both quality and urgency. Must be an independent worker who demonstrates initiative, proactive problem-solving and good judgment.
ENVIRONMENTAL FACTORS AND PHYSICAL REQUIREMENTS:
Some travel (air and/or ground) may be required. While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel objects, tools or controls (operate a computer and other office equipment); reach with hands and arms; and talk or hear. The employee may be required to occasionally lift up to 25 pounds. The noise level in the work environment is usually quiet, although show attendance if required can have higher noise levels.
STATEMENT OF INTENT:
The purpose of this job description is to indicate the general nature and level of work performed by employees within this function. However, the nature of our business may require that the responsibilities associated with this job may change from time to time in accordance with the Company's business needs. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Requests by employees or applicants to accommodate an eligible disability will be followed by a current review of the essential functions of the position.
T
Don't worry we have a lot of jobs on the site like this one;
Browse all jobs
Browse the Assistant and Entry Level Category
Search for Executive Assistant jobs in Santa Monica-CA
The Executive Assistant provides administrative assistance to multiple executives. Approximately 50% of the job is support to the EVP, HR and HR function. The individual in this role will be responsible for the following:
• Drafts letters, reports, documents, templates and presentations, executing from original executive concept to final draft form. May include conducting research, performing statistical analysis, synthesizing narrative information, proofreading and organizing materials to most effectively communicate with the audience. Work products may be highly confidential or sensitive in nature.
• Provides accurate and crucial information to potential or current customers or colleagues (employees).
• Maintains executive calendars; schedules appointments and coordinates group meetings and appointments. Develops schedules and itineraries for guests and visitors, to include coordinating access to work space and equipment as needed.
• Performs all general administrative functions, which may include, but is not limited to sending template emails, completing or witnessing documents, proofreading, copying, scanning, filing, sorting mail and distributing mail or other designated information, maintaining inventory of documents (electronically or hard copy), tracking and executing invoices.
• Answers phones, screens and triages calls for executive attention, screens and responds to email and inquiries, and greets visitors as required. Using well-founded knowledge and good judgment, manages access of others to the executive.
• Organizes travel for executive and assigned staff through designated vendor, ensures compliance with company policy and efficiency of travel to maximize executive productivity. Prepares and submits executive expense reports.
• Organizes meetings and events to include researching venue options, developing agendas, organizing presentations and speakers, managing logistics and travel, managing budget and negotiating with vendors.
• Develops basic business knowledge of each executive's professional discipline (IT, HR, Legal, Finance) and their organization so as to enhance and tailor effectiveness of administrative support unique to those disciplines.
• Partners with the Executive Assistant to the CEO to support board meeting prep/ execution. Provides back up administrative coverage to ensure CEO administrative needs are met. May provide direct support to the CEO when Exec Assistant is out of office or otherwise not available.
• Models policies, procedures and culture of the company.
Requirements:
High school education or equivalent, with a minimum of two years additional formal education, combined with five or more years' prior administrative experience. Must have demonstrated proficiency with contemporary office technology and with typical office software such as Word, Excel, PowerPoint, and enterprise information systems commonly found in and accessed by HR, Legal, IT and Finance. Must demonstrate skill, poise and discretion in interpersonal communication and relationships and consistently demonstrate a high degree of professionalism. Must have the ability to maintain confidentiality and remain composed and productive under stress. Excellent organizational and time management skills with ability to seamlessly shift as priorities require, and balance the needs of multiple executives equitably.
OTHER KEY SUCCESS ATTRIBUTES:
Strong customer-service orientation. Ability to ''connect the dots'' -identify relationships among information, conversations, and interactions and assess effect of one action on another to determine a best path of executing responsibilities. Ability to effectively anticipate and resolve potential issues or conflict. Looks for opportunities to assist and support the executive. Demonstrates ability to ''find a way'' and get things done with both quality and urgency. Must be an independent worker who demonstrates initiative, proactive problem-solving and good judgment.
ENVIRONMENTAL FACTORS AND PHYSICAL REQUIREMENTS:
Some travel (air and/or ground) may be required. While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel objects, tools or controls (operate a computer and other office equipment); reach with hands and arms; and talk or hear. The employee may be required to occasionally lift up to 25 pounds. The noise level in the work environment is usually quiet, although show attendance if required can have higher noise levels.
STATEMENT OF INTENT:
The purpose of this job description is to indicate the general nature and level of work performed by employees within this function. However, the nature of our business may require that the responsibilities associated with this job may change from time to time in accordance with the Company's business needs. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Requests by employees or applicants to accommodate an eligible disability will be followed by a current review of the essential functions of the position.
T
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