Executive Assistant

Irvine, CA 92618

Posted: 06/26/2019 Employment Type: Contract Category: Other Area(s) Job Number: 52902

Executive Assistant


Executive Assistant provides administrative support for one or more Executive Team members. The position involves managing a wide variety of complex and confidential administrative functions to optimize productivity and effectiveness of all members of the department. This includes providing general administrative support, project management, and campus event & communication support.

Responsibilities:
  • Performs confidential administrative functions including preparation, routing, & development of executive-level communications & other correspondence, creation of presentations and collateral materials, etc.
  • Maintains organizational chart for departments and functions.
  • Prepares various department reports and spreadsheets, utilizing advanced software such as PeopleSoft, MS Word, Excel, PowerPoint, and Visio. Prepares high-profile presentation decks under short time constraints.
  • Ensures appropriate routing of communications through the department, with emphasis on ensuring that necessary parties are involved/informed and appropriate priority levels are established
  • Manages executive(s) calendar closely with authority to determine and prioritize schedule. Schedules all meetings, appointments, and engagements and acts as liaison with 3rd party contacts and vendors.
  • Anticipates needs of the VP by meeting with him/her regularly to review upcoming meetings/commitments, prioritize activities & preparations, provide background information in advance of discussion, etc. Reviews calendar holistically to ensure that all commitments are met (i.e. company, board/committee, project, etc.)
  • Assists the VP in the management of his/her schedule by answering telephone, taking messages, and fielding all routine and non-routine questions. Routes calls where appropriate to ensure timely resolutions at the appropriate level.
  • Develops and maintains filing and organizational system(s) for office of VP.
  • Organizes departmental events and functions, such as programs, off-site meetings, holiday gatherings, etc. by arranging facilities and caterers, issuing information or invitations, coordinating speakers/guests, and maintaining event budget.
  • Support the Coordinator in the planning & execution of employee programs and communications
  • Assists executive(s) with expense reporting and reviews/reconciles/expedites expense reports for direct reports to VP. Assists with contract and invoice approval for department.
  • Arranges complex and detailed travel plans and itineraries and compiles documents for travel-related meetings.
  • Provides impeccable customer service to employees, customers, and visitors.
  • Attends senior-level departmental meetings and maintains action items to ensure deliverables are met in required timeframe. Seeks input on agenda & publishes prior to each meeting.
  • Maintains regular communications with other executive and administrative assistants (both in and outside department) to ensure proper coordination of activities, meetings, communications, etc.
  • Works independently or within a team on special and nonrecurring and ongoing projects. Acts as a project manager when needed, which may include planning and coordinating multiple presentations, disseminating information, organizing events, etc.
  • Maintains Outlook distribution lists for department.
  • Maintains confidentiality of all corporate, research, and employee/personnel matters.

 

Requirements:
  • Organizational ability based on prior experience
  • Ability to work flexibly / adaptably for multiple leaders
  • Bachelor’ s degree or equivalent preferred.
  • Excellent verbal & written communication & excellent interpersonal skills including patience, flexibility, consideration, discretion, tact, confidence, and initiative.
  • 3-5 years of executive level assistance experience required.
  • Ability to achieve business results through effective communication, influence, executive presence, organization, and effective problem solving skills.
  • Innovation and creativity in the form of continuous improvement to internal processes.
  • Excellent computer skills, including high level if proficiency using MS Excel, Word, Outlook, Visio, and PowerPoint. PeopleSoft experience preferred.
  • Ability to demonstrate functional knowledge of administrative office practices and procedures pertaining to sensitive and confidential information.
  • Proven ability to manage time effectively using time management system, prioritize work effectively, and manage multiple projects simultaneously.
  • Ability to be proactive in scheduling meetings and handling tasks for the VP.
  • Ability to collaborate effectively with team members within the department as well as across the global organization.
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