Executive and Office Assistant

Irvine, CA

Job Purpose

We are looking for a competent Executive and Office Assistant to provide professional and administrative support for a small tech company office as well as direct support for the CEO and COO.  The Executive and Office Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to CEO & COO. The Executive and Office Assistant also organizes and coordinates executive outreach and external relations efforts, office administration and support, and oversees special projects. The Executive and Office Assistant must be creative and enjoy working within a growing, entrepreneurial environment that is mission-driven, and results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive and Office Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities, office support and confidential matters with discretion.

Duties & Responsibilities

Executive Assistant and Support – 70%

  • Completes a broad variety of administrative tasks for the CEO & COO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that are sometimes confidential; arranging complex and detailed domestic and international travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures the Executive’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the Executive’s time and office.
  • Communicates directly, and on behalf of the Executives, with customers, employees and others, on matters related to Executive’s initiatives.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executives, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the Executive’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the Executives to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the Executives updated.
  • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Executives, some of which may have organizational impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach that facilitate the Executive’s ability to effectively lead the company.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Maintains discretion and confidentiality in relationships with all matters

Senior Management Liaison

  • Participates as an adjunct member of the Leadership Team including assisting in scheduling meetings and attending all meetings
  • Assists in coordinating the agenda of senior management team meetings and off-sites, and All Hands Meetings
  • Facilitates global coordination of travel and outreach plans Communications, Partnerships, and Outreach, if necessary

Core work responsibilities

  • Complete Calendar administration: Managing the calendar on a daily basis. Ensuring there are no conflicts between the meetings and commute to/from meetings or travels on a daily basis.
  • Travel booking (travel, hotel, car, travel package): Depending on the travel activity (domestic/internationally) working with the travel agent as well as doing research on options and connections, seat options, hotel options, logistic check on the transportation to/from airport, hotel, between meetings. Prepare a package with all relevant travel information, enter travel information in their calendar in the time zone they will be traveling in, and any relevant booking details or meeting contact information.
  • Meeting administration: Scheduling and managing meetings. Keep up on any upcoming meeting conflicts. Reschedule meetings as needed. Book meeting rooms and prepare refreshment and office supplies, if needed for the meeting.  Schedule potential demo setup. Inform the Front Desk of any meetings with external guests. Keep Executive mini fridge stocked (water, sparkling water and soda) for meetings is ensuring there is an appropriate supply for meeting size.
  • Travel expense management: Manage expenses for the CEO & COO in Certify based on guidelines from the Finance Team. Follow the Certify Guidelines/intro as well as the US Travel & Expense Policy.
  • Various Admin work and limited personal support
  • Copying, scanning and filing
  • Monitoring and ordering office supplies
  • Checking in visitors and maintain front desk log
  • Logging and distributing incoming mail and packages, packing and entering shipments for FedEx and requesting pick ups
  • Building administration; including administration of access badges, parking transponders and building maintenance orders and evacuation program.
  • Corporate apartment administration, coordination and maintenance, as needed
  • Manage auto insurance and liability insurance for company and office locations.

Office Administration – 30%

The Executive and Office Assistant will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently, including but not limited to the following:

 Other duties as assigned or needed

  • Copying, scanning and filing
  • Monitoring and ordering office supplies
  • Checking in visitors and maintain front desk log
  • Logging and distributing incoming mail and packages, packing and entering shipments for FedEx and requesting pick ups
  • Building administration; including administration of access badges, parking transponders and building maintenance orders and evacuation program.
  • Corporate apartment administration, coordination and maintenance, as needed
  • Manage auto insurance and liability insurance for company and office locations.
  • Other duties as assigned or needed

Requirements

  • Bachelor’s Degree, preferred
  • Strong work tenure: 4-7 years of experience supporting multiple C- level and senior level executives
  • Ability to handle confidential information and exercise sound judgment
  • Strong organizational skills that reflects the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint)
  • Excellent communication skills both verbally and written
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, customers and external partners.
  • Professional maturity
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.

How to apply

Interested in the job above?  Please apply via our job posting on LinkedIn, here.