Executive Assistant

Executive Assistant

Tic Solutions is currently recruiting for an Executive Assistant at our Irvine, CA location.

This position is an advanced level position that provides comprehensive and administrative support to a member of the Executive Leadership Team (ELT). The Executive Assistant will enhance effectiveness and efficiency of the executive member by proactively supporting the administrative tasks required, balancing demands of their time, and utilizing extensive administrative expertise to best support the management of critical tasks and information. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Responsibilities

Providing calendar management and support, including:

• Managing complex professional scheduling for a senior executive, including meetings, appointments, agendas, mail, email, phone calls, client management, and other company logistics;
• Prioritizing inquires and requests while troubleshooting conflicts, making judgements and recommendations to ensure smooth day-to-day engagements;
• Coordinating and arranging all logistics for meetings and sending calendar requests to attendees, drafting agendas, developing, compiling, and distributing presentation materials, and recording meeting minutes;
• Managing travel logistics and activities for business trips including initial reservations for transportation, accommodations, and meals, making any changes to the reservations as required, and ensuring executives have all travel itineraries outlining reservation details;

Complete a broad variety of administrative tasks that facilitate the executive member's ability to effectively lead the organization:

• Maintaining and refining internal processes that support the executive member, and coordinating internal and external resources to expedite workflows;
• Assisting with special projects and events by conducting research, compiling data, and 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, and completing expense reports';
• Serving as the primary point of contact for internal and external contacts and acting as a liaison between the executive member and internal/external stakeholders, including clients, board members, and other team members;
• Coordinating communication and information flow between the executive and various departments within the organization;
• Creating and maintain a process for sharing important information and documents organized physically, and electronically;
• Handling confidential information with discretion and professionalism;
• Prioritizing and managing multiple tasks simultaneously to ensure timely completion;
• Performing general administrative tasks such as filing, copying, scanning, and ordering supplies as needed.
• Other work duties as assigned.

Requirements

Knowledge, Skills & Abilities:

• Understanding of corporate records and litigation support
• Ability to take minimal direction and generate highly comprehensive results;
• Ability to maintain a high level of professionalism, credibility and confidentiality;
• Collaborative approach with colleagues, employees, external contacts;
• Strong time management and organizational skills with the ability to effectively manage multiple concurrent demands;
• Sound judgement, including the ability to apply established guidelines and criteria in diverse situations;
• Superior English literacy, demonstrated excellent communication, interpersonal and conflict resolution skills

Education:

• A post-secondary degree in Business Administration, or a combination of education and experience;
• Minimum of 10 years of related experience supporting C-level executives;
• Paralegal experience or training would be considered an asset;
• Experience supporting executives within a public company is a must.

Benefits

• Competitive Salary
• Medical, dental, and supplemental insurance
• 401K Plan
• Paid Holidays
• Paid Time Off
• Pay Transparency: As per applicable state law the job posting pay range is $68,000.00/Yr. - $110,000.00/Yr. depending on experience and applicable certifications.

Working Conditions

• Onsite office environment with limited physical effort, continuous mental effort, and frequent complex requests for assistance.
• Fast-paced work environment.
• Extended periods of sitting, prolonged periods of concentration, exposure to conflict and emotionally wrought situations.
• Occasional overtime and travel may be required to support in-person meetings, training or events.
• Travel may be required.

Physical Job Requirements & Demands:

• Sitting for extended periods of time.
• Lifting/carrying up to 15 pounds.

Company Overview

Acuren is a trusted, single source provider of technology-enabled asset protection solutions used to evaluate the structural integrity of critical energy, industrial and public infrastructures. Committed to delivering a Higher Level of Reliability, Acuren provides an unrivaled spectrum of capabilities including inspection, traditional and advanced NDE/NDT, failure analysis, rope access, materials engineering, field engineering, reliability engineering, drones, robotics, V-Deck and condition-based monitoring services.Our work is critical to the integrity and safety of industrial firms, including petroleum refinery, pipeline, power generation, pulp & paper, mining, pharmaceutical, aerospace and automotive industries. Acuren employs over 4,000 dedicated professionals supporting the mechanical integrity and inspection programs of the world's largest industrial segments.Acuren is a market leader. Our formula for success is straightforward: be capable locally, with certified and well-equipped personnel supported by trained, experienced leaders. Continuing to build on a strong heritage of safety, quality and professionalism, Acuren strives to maintain incident free work environments, pursues advanced technical developments, and supports reliability programs that are valued by clients and employees.