Executive Assistant II

Duration - 7 Months

Location - Hybrid in Newport Beach, CA

Pay - $44 - $46.50 hourly

We are currently seeking a highly skilled Executive Assistant to provide comprehensive administrative and technical support to approximately 5-7 senior leaders and their teams.

Duties:

· Anticipate the needs of the assigned senior leadership team and ensure leaders are fully prepared with necessary materials and information to respond to demanding schedules and business requirements.

· Proactively manage assigned calendars, responding promptly and efficiently to changes in schedules.

· Coordinate and oversee all aspects of travel planning, considering the full impact of each trip and making recommendations as needed.

· Support the preparation and execution of full team meetings, including room logistics, technical setup, agenda creation and finalization, and communication with participants.

· Establish and maintain strong engagement with team members to ensure ongoing, clear communication across all parties.

· Maintain strict attention to detail in written materials, supporting document preparation for senior leaders and Board-level presentations.

· Assist in planning and coordinating events such as meetings, conferences, and team gatherings.

· Prepare and submit expense reports in compliance with company policies and procedures.

· Utilize advanced skills in Microsoft Word and PowerPoint to create polished presentations for senior leadership.

· Complete various miscellaneous tasks and projects assigned by leadership.

Qualifications

· 5+ years of administrative experience supporting multiple senior executives.

· Advanced proficiency with MS Office 360 applications (Excel, PowerPoint, Teams, and Outlook).

· Ability to make decisions related to planning, organizing, and scheduling work with limited supervision.

· Approachable, professional, and self-motivated, with a positive, collaborative, and can-do team player attitude

· Excellent organizational and prioritization skills, with the ability to manage multiple tasks, think independently, maintain confidentiality, exercise discretion, and adapt quickly to changes and time-sensitive projects.

· Exceptional creative problem-solving and administrative abilities to manage complex situations, including resolving administrative conflicts as necessary.

· Extremely detail-oriented and capable of exercising sound judgment in all tasks.

· Strong oral and written communication skills, and the ability to work effectively with individuals at all organizational levels, including coordinating across departments

· Experience in facilitating virtual meetings

· Demonstrated proactive initiative and strong problem-solving abilities.

· Capable of receiving initial direction and independently completing work with minimal supervision.

· Responsive and attentive to the needs of both the team and clients.

· Exhibit a customer service-oriented mindset, always maintaining a positive and professional attitude.

· Champion operational effectiveness and best practices, including identifying opportunities to streamline, halt, or automate processes for both administrative staff and supported personnel.

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· Approachable, professional, and self-motivated, with a positive, collaborative, and can-do team player attitude.

· Ability to make decisions related to planning, organizing, and scheduling work with limited supervision.

· Excellent organizational and prioritization skills, with the ability to manage multiple tasks, think independently, maintain confidentiality, exercise discretion, and adapt quickly to changes and time-sensitive projects.

· Exceptional creative problem-solving and administrative abilities to manage complex situations, including resolving administrative conflicts as necessary.

· Extremely detail-oriented and capable of exercising sound judgment in all tasks.

· Strong oral and written communication skills, and the ability to work effectively with individuals at all organizational levels, including coordinating across departments.

· Advanced proficiency with Microsoft Office 360 applications (Excel, PowerPoint, Teams, and Outlook).

· Preferred experience in facilitating virtual meetings.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.