Job Details

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

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.


  • 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.
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