Executive Assistant

Location: Los Angeles, CA

POSITION SUMMARY STATEMENT:

Under direct supervision, this position is responsible for ensuring efficient day-to-day office operations by providing administrative and clerical support, as well as fulfilling a wide range of office administration duties. The Executive Assistant will provide administrative support to one or multiple members of executive management, as well as other department staff as needed. Specific duties will include preparing correspondence, faxing, copying, answering phones, filing, scheduling and coordinating appointments and travel arrangements, completing special projects and light analytical support. Overtime may be required.

DETAILED RESPONSIBILITIES/DUTIES:

• Distributes incoming mail and faxes in a timely manner, throughout the day as needed. Incoming mail marked confidential and important must be directed to addressee immediately.
• Manages department calendar daily.
• Schedules and organizes complex activities such as meetings, travel, and department activities.
• Types and designs general correspondences, memos, charts, tables, graphs, etc.
• Proofreads copy for spelling, grammar and layout, making appropriate changes.
• Responsible for accuracy, clarity and professionally polished appearance of final copy.
• Prepares and submits expense reports. (Compiles receipts, drafts expense report, proofreads and submits to appropriate individual for approval before submitting to Accounts Payable.)
• Serves as a courteous, cooperative and professional liaison between the department, various internal staff, independent Members as well as any customers, applicants and/or vendors.
• Answers phones in a polite manner.
• Takes messages or fields/answers all routine and non-routine questions.
• Maintains accurate and easy-to-find files on a daily basis.
• Retrieves filed documents in a timely manner when requested.
• Organizes and prioritizes large volumes of information and calls.
• Assists with routine and special analytical assignments.
• Performs other duties as assigned.

REQUIRED QUALIFICATIONS:

Skills:

• Superb attention to detail
• Excellent interpersonal and customer service skills
• Strong written and verbal communication skills
• Outstanding organizational skills
• Flexibility and ability to prioritize responsibilities and effectively multi-task
• Proficiency with Microsoft Office Suite (i.e. Excel, Word, Outlook, PowerPoint, Visio, Access,etc.)
• Proficiency with standard office equipment
• Ability to work effectively with all levels of internal management and staff, Members, outside clients and vendors
• Proven analytical and problem solving skills Ability to handle sensitive and confidential information

Experience: 7 years’ experience as an Administrative Assistant

Education: High school diploma or equivalent

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in office administration or a related discipline
• 8 – 10 years’ experience as an Administrative Assistant supporting senior management
• Familiarity with Concur Quick Expense, FileMaker Pro and Oracle

Pay Rate: $25 to $30/hr W2