EXECUTIVE ASSISTANT

EXECUTIVE ASSISTANT

Job Mission:

The Executive Assistant is responsible for many aspects of administration from assisting with monitoring and drafting communications, planning and organizing meetings and travel for company executives to helping coordinate various company internal and external events.  The individual in this role takes minutes at meetings, manages calendars, and works with various departments to get the job done.    

Essential Functions:

  • Manage executives’ calendars and coordinate meetings
  • Format information for internal and external communication – memos, emails, presentations, reports
  • Take minutes during meetings
  • Complete a broad variety of administrative tasks including; assisting with special projects; designing and producing complex documents, reports and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements and complete expense and mileage reports
  • Maintain and comprehensive and accurate records
  • Organize meetings, including scheduling, sending reminders and organizing catering when necessary
  • Coordinate internal and external events
  • Ensure meeting rooms and virtual meetings are set up as planned prior to meeting, ensure IT/Equipment fit meeting requirements, assisting with start of meeting includes turning on equipment, starting zoom/conference call connection, ensuring participants in attendance
  • Arrange for signatures, notaries, vendor background checks as necessary
  • Maintain distribution lists
  • Create and maintain organizational charts
  • Order office supplies/equipment for organization where needed
  • Other duties as assigned by the executive team
REQUIRED EDUCATION, LICENSURE, AND EXPERIENCE:
  • Must be 21 years of age
  • Position requires a minimum of 5 years administrative support experience including at least 3 years experience supporting Executive level staff or related experience with a four year college degree
  • Strong ability to execute work and have excellent follow through skills and time management
  • Proficiency with Google Suite (or MS Office and have ability to learn Google Suite)
  • Must have above average verbal and written communication skills and know how to prepare professional emails, presentations and reports
  • Exceptional organizational skills and high level of attention to detail
  • Role requires someone with extreme professionalism for dealing with diverse groups of people
  • Ability to understand importance of prioritizing is critical to success in this role
  • Job requires the ability to complete a high volume of tasks and projects with limited guidance at times
  • Position requires the ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
  • Able to maintain a high level of integrity and discretion in handling confidential information
  • Excellent judgment is essential
  • Ability to switch gears at a moment’s notice and multi-task
  • An appropriate sense of humor always welcome
  • Some travel (15-20%) – mainly day trips
  • Other administrative duties as assigned
PHYSICAL/MENTAL JOB REQUIREMENTS:
  • Must be able to stand, walk, lift, sit, and bend for most of their work schedule
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
  • Must be able to lift 25 pounds

EEOC Policy Statement Legal compliance with Americans with Disabilities Act (ADA) and Fair Labor Standards Act (FLSA): We are an equal opportunity employer. We will not discriminate and will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the basis of race, color, gender, national origin, age, religion, creed, disability, veteran’s status, sexual orientation, gender identity or gender expression.

Job Category: Administrative
Job Type: Full Time
Job Location: Salinas

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