Executive Assistant & Admin Support

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Executive Assistant

Executive Assistant provides high-level administrative support for company executives and office personnel. Keeps the executive’s communications organized so that they can easily access the most important information without having to sort through low-priority items. This role will include frequent communication and interaction with senior-level personnel and external collaborators. coordinate with firm’s clients to ensure quality control follow up calls/emails. Assist partners in various projects/tasks.

Essential Functions:
• Act as representative of executive leadership regarding internal and external      relations and correspondences and screening communications.
• Answer phones and direct calls to the correct person or take messages.
• In charge of quality control follow up calls/emails to all existing clients
• Arrange internal and external meetings, events, appointments & travel for leadership with supporting materials as needed. Record meeting’s notes.
• Provide executive leadership with extensive and continuous calendar management, travel management, expense management, event registrations and detailed meeting plan management, and all other executive support.
• Ensure that executive leadership is informed of priorities, deadlines and challenges.
• Independently perform special projects that require a combined knowledge of administrative needs and technical operations.
• Respond to a wide variety of requests for information, policies and procedures, and executive action. Analyze needs and problems and determine approach and priority.
• Assist with contract administration as needed including obtaining signatures, scanning and electronic filing.
• Track internal and external contacts and maintain contact database.
• Utilize efficient time management with the nuances of complex administrative assistance at the executive level.
• Maintain confidentiality in all aspects of company and client information.
• Operate independently with minimal supervision.
• Provide back-up administrative support to other departments as necessary.
• Available at various hours for business-related tasks during regular business working hours and periodically during off-hours (evenings and weekends).
Qualifications:
• 1+ year of experience supporting administrative functions at the executive level
• Ability to manage multiple assignments, set priorities, and adapt to changing conditions
• Handle pressure well
• Must be an exceptional listener and communicator who effectively conveys information verbally and in writing
• Strong organizational skills and ability to multitask  
• Problem-solving and decision making
• Ability to observe strict confidentiality in all aspects of services provided
• Strong interpersonal skills
• Proficient in MS Office Suite
• QuickBooks or other accounting software skills a plus
  • More than 30 hrs/week
    Hourly
  • 6+ months
    Duration
  • Expert
    Experience Level
  • $8.00-$15.00
    Hourly
  • Remote Job
  • Ongoing project
    Project Type

Skills and Expertise

Executive Support Email Communication Scheduling Virtual Assistant Communications Draft Correspondence Administrative Support
+ 5 more

Activity on this job

  • 50+
    Proposals
    50+
  • 3 days ago
    Last viewed by client
    3 days ago
  • 6
    Interviewing
    6
  • 14
    Invites sent
    14
  • 5
    Unanswered invites
    5

About the client

Member since Jun 19, 2019
  • United States
    Pasadena 6:35 pm
  • 9 jobs posted
    45% hire rate, 5 open jobs
  • $4,260 total spent
    4 hires, 4 active
  • $30.62 /hr avg hourly rate paid
    133 hours
  • Finance & Accounting
    Mid-sized company (10-99 people)
  • Member since Jun 19, 2019

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