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Executive Assistant
Hawthorne Direct
Los Angeles, CA
Uh oh, this posting was removed on 3/28/2016 9:06:00 AM PST
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The Executive Assistant will provide executive and logistical support to the CEO and executive team while also having the opportunity to own and manage key projects for the organization.
What you get to do:
• Proactively and efficiently manage the CEO's and executive team's complex calendar and commitments
• All aspects of program management including: project management, program performance, and special projects
• Communicate with team leaders, clients, prospects and partners on a daily basis
• Manage all meeting logistics
• Assist in coordinating the agenda for leadership meetings and off-sites
• Prioritize work by considering its risk, importance, urgency, and potential business, organizational, or client implications
Qualifications / Requirements:
• This role requires attention to detail, ability to multi-task and excellent interpersonal skills.
• The candidate must possess a high degree of professionalism and discretion when handling confidential information.
• College Degree in marketing, preferable.
• Advanced Proficiency with MS Office Suite, internet savvy.
• Knowledge of Concur travel system desirable.
• Understanding of web based phone systems.
• Ability to develop procedures and systems is required.
• Organized and very detail oriented.
• Good time management.
• Great communication and relationship skills.
• Sharp/Quick Study and very resourceful.
• Have an interest in Marketing, Advertising, and Research a definite plus.
• 5+ years of professional experience, including experience supporting high level executives
• Client service experience is a plus
• Ability to understand needs and deliver results under tight deadlines
• Ability to work under pressure and change on a variety of projects
• Highly organized with exceptional attention to detail
• Strong program and project management skills with the ability to multitask
• Solutions-oriented team player who takes initiative and is accountable for results
• Excellent communication, organization, and interpersonal skills
Responsibilities (but not limited to):
• Manage key projects regarding events and communication critical to essential functions of CEO.
• As the initial point of contact for CEO, exhibit a professional and friendly demeanor that reflects the office of the CEO
• Plans, coordinates and ensures the CEO's schedule is followed and respected.
• Screens incoming calls to the CEO, determining whether or not it requires the attention of the CEO
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides clear and direct communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
• Partners closely and effectively to keep the CEO well informed of upcoming commitments and responsibilities, following up appropriately.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Enters purchase orders into e-Requester.
• Maintains strict confidentiality.
• Completes other duties and projects as assigned based on company needs.
• Preparing PowerPoint presentations as needed
• Preparing expense reports accurately and submit to accounting in a timely fashion
• Greeting visitors with a smile and ensure they have a beverage in hand if they desire and are properly directed to the appropriate office/conference room
• Preparing conference rooms in advance of client and staff meetings, ordering lunch when needed
• Managing complex and detailed travel plans
• Coordination of management meetings/board meetings (i.e., hotels, meetings, car service, etc.)
• Managing and maintaining executive's active calendar/schedule
• Answering and screening telephone calls in a professional and timely manner; take accurate messages with a high degree of professionalism and courtesy; arrange conference calls
• Coordination of project based projects for the CEO, CFO and EVP
• Handling of all administrative requirements (copy, scan, courier service, visa and passport applications, prepare written correspondence, etc.)
Don't worry we have a lot of jobs on the site like this one;
Browse all jobs
Browse the Advertising Category
Browse the Assistant and Entry Level Category
Browse the Marketing Category
Search for Executive Assistant jobs in Los Angeles-CA
The Executive Assistant will provide executive and logistical support to the CEO and executive team while also having the opportunity to own and manage key projects for the organization.
What you get to do:
• Proactively and efficiently manage the CEO's and executive team's complex calendar and commitments
• All aspects of program management including: project management, program performance, and special projects
• Communicate with team leaders, clients, prospects and partners on a daily basis
• Manage all meeting logistics
• Assist in coordinating the agenda for leadership meetings and off-sites
• Prioritize work by considering its risk, importance, urgency, and potential business, organizational, or client implications
Qualifications / Requirements:
• This role requires attention to detail, ability to multi-task and excellent interpersonal skills.
• The candidate must possess a high degree of professionalism and discretion when handling confidential information.
• College Degree in marketing, preferable.
• Advanced Proficiency with MS Office Suite, internet savvy.
• Knowledge of Concur travel system desirable.
• Understanding of web based phone systems.
• Ability to develop procedures and systems is required.
• Organized and very detail oriented.
• Good time management.
• Great communication and relationship skills.
• Sharp/Quick Study and very resourceful.
• Have an interest in Marketing, Advertising, and Research a definite plus.
• 5+ years of professional experience, including experience supporting high level executives
• Client service experience is a plus
• Ability to understand needs and deliver results under tight deadlines
• Ability to work under pressure and change on a variety of projects
• Highly organized with exceptional attention to detail
• Strong program and project management skills with the ability to multitask
• Solutions-oriented team player who takes initiative and is accountable for results
• Excellent communication, organization, and interpersonal skills
Responsibilities (but not limited to):
• Manage key projects regarding events and communication critical to essential functions of CEO.
• As the initial point of contact for CEO, exhibit a professional and friendly demeanor that reflects the office of the CEO
• Plans, coordinates and ensures the CEO's schedule is followed and respected.
• Screens incoming calls to the CEO, determining whether or not it requires the attention of the CEO
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides clear and direct communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
• Partners closely and effectively to keep the CEO well informed of upcoming commitments and responsibilities, following up appropriately.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Enters purchase orders into e-Requester.
• Maintains strict confidentiality.
• Completes other duties and projects as assigned based on company needs.
• Preparing PowerPoint presentations as needed
• Preparing expense reports accurately and submit to accounting in a timely fashion
• Greeting visitors with a smile and ensure they have a beverage in hand if they desire and are properly directed to the appropriate office/conference room
• Preparing conference rooms in advance of client and staff meetings, ordering lunch when needed
• Managing complex and detailed travel plans
• Coordination of management meetings/board meetings (i.e., hotels, meetings, car service, etc.)
• Managing and maintaining executive's active calendar/schedule
• Answering and screening telephone calls in a professional and timely manner; take accurate messages with a high degree of professionalism and courtesy; arrange conference calls
• Coordination of project based projects for the CEO, CFO and EVP
• Handling of all administrative requirements (copy, scan, courier service, visa and passport applications, prepare written correspondence, etc.)
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