Job Details

Requisition Number 16-0334
Post Date 12/6/2016
Title Executive Assistant
City Carlsbad
State CA
Description

Job Summary

The Executive Assistant provides senior level administrative support to the Chief Executive Officer and members of the executive team (3+) to relieve and assist the executive officers of complex details and administrative duties.  Interacts with the Board of Directors and other high-level contacts both internal and external.  Participates in matters that are sensitive and critical in nature, demonstrating confidentiality and discretion.

Serves as a role model to others.

   Essential Job Functions

  • Interacts regularly with the Board of Directors; tends to meeting planning and the preparation of presentation materials for board of director meetings.
  • Collects and prepares information for use in discussions/meetings.
  • Maintains thorough knowledge of company operations, policies and procedures; serves as a guide to others.
  • Greets callers; screen calls, respond to routine inquiries, take messages and/or re-route calls accordingly.
  • Performs calendar management.
  • Coordinates catering; on-site meals including set-up and take down.
  • Coordinates business travel ensuring cost effectiveness; ground/air/lodging.  Creates itinerary and manages changes and updates accordingly.
  • Prepares Expense Reports and ensures timely submission.
  • Contributes to event planning and meeting planning. Coordinates effectively with other administrative support staff.
  • Operates telecommunications and web-enabled tools such as conference calling, video conferencing, and webcast capabilities.
  • Prepares routine correspondence, spreadsheets and presentation materials as required.
  • Tends to mail, overnight shipping, fax/copy/scanning, office supplies, filing system and the like to ensure efficient office operations.

Qualifications

  • High school diploma or equivalent; some college preferred and 5+ years applicable experience.
  • Advanced computer proficiency to include web browser/internet search, MS Outlook, Word, Excel, and Power Point capabilities.  Technical competence includes the ability to learn new software and systems.
  • Proficient in the use of office machinery, telecommunications and web-based tools.
  • Excellent command of the English language, grammar and punctuation.
Apply On-line
Send This Job to a Friend