Executive Assistant/Senior Administrative Assistant

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Job description

Private investment firm in Newport Beach, California is looking for an Executive Assistant / Senior Administrator. This role provides a high level administrative and management opportunity with exposure to sensitive business and communication activities. The firm is engaged in financial and investment activities on a national basis. We are looking for a professional that can assist us to manage our operations and enhance our growth.

Expected responsibilities include coordination of internal and external communications, project management, human resources, facilitating purchase requests and contracts with vendors, calendar and mailbox management, research, time and expense management, purchase approvals, meeting coordination, and providing support for other team members.

The successful candidate will report to CEO and will proactively anticipate and manage challenges, manage multiple responsibilities and prioritize appropriately. The candidate is required to work efficiently and remain flexible to changes in schedule and work hours (including flexibility to work after business hours as required).

Sample of responsibilities:

• Enhance internal organizational systems and processes.
• Monitor and respond to communications on behalf of CEO.
• Plan, manage, and coordinate schedule of CEO.
• Manage hiring and onboarding process.
• Act as a trusted business advisor to help advance, implement, and achieve business objectives and desired outcomes.
• Provide calendar control and support, including creating, updating, and rescheduling meeting invitations; responsible for identifying and resolving scheduling conflicts.
• Responsible and accountable for managing work and internal projects.
• Produce superior work in a fast-paced environment, meeting deadlines and quality expectations.
• Conduct research.
• Manage sensitive and confidential information appropriately and with a high level of discretion.
• Compose and edit correspondence. Format, edit, proofread and coordinate documents such as presentations, proposals and contracts.
• Coordinate and provide administrative support within a team environment to effectively share and complete work in a seamless, efficient manner.

Qualifications:

• Minimum of a Bachelor's degree, advanced education preferred.
• Experience supporting executives in a sophisticated corporate environment preferred.
• Strong interpersonal communication and organizational skills.
• Superior technical skills, including advanced Word, Excel, PowerPoint, Outlook and basic social media skills.
• Excellent verbal and written communication skills with knowledge of proper grammar, punctuation, and spelling.

We offer a base salary, performance-based bonus, and comprehensive benefits including medical, dental, and 401(k) plan.

• Please include your resume with your application.