Executive Administrative Assistant
iNc EMPIRE LLC
INC Empire is seeking a dynamic Permanent Executive Assistant for their Commerce, CA office location. This person will be supporting the GM and VP of Engineering & Technology, with the working hours being from 7am-4pm with some overtime as needed. This role is on-site Monday through Friday. The position will start ASAP.
Responsibilities:• Provide administrative support to the General Manager and some support to the Senior Leadership team.
• Maintain frequently changing calendars through Outlook
• Coordinate all aspects of executive level appointments, meetings, client entertainment and conference calls
• Prepare and review materials and correspondence for meetings
• Coordinate frequent travel arrangements - both international and domestic, inclusive of air travel, hotel accommodation, car rentals and bookings, trains and visas where required.
• Prepare, reconcile, and track expense reports through Concur (T&E system) in alignment with T&E policy
• Organize and secure highly confidential company and employee information
• Assist in ad-hoc reports special projects as needed
• Serve as back-up support for other managers and administrative staff when required
• Maintain and order supplies, paper, and binding supplies
• Various office manager duties
• Shared catered lunch responsibilities
• Coordinate projects as assigned, assisting in planning, execution and follow-up Qualifications:
• Highly proficient in MS Office (Word, Excel, Outlook, and PowerPoint)
• Ability to gain a strong command of new systems (Concur - Travel & Expense, Reporting System)
• Quick learner, not afraid to ask the right questions
• Resourceful and self sufficient
• 5+ prior experience in administrative position
• On-site Monday through Friday
• Some college, degree required
• Expert in multi-tasking, organizing and prioritizing a must
• Strong written and verbal communication skills
• Detail oriented with ability to work independently and prioritize workload
• Demonstrates a high level of integrity and professionalism
• Energetic, responsive team player with the interest to take initiative and work in a fast-paced environment
• Highly tech savvy and advanced knowledge/experience in Microsoft Outlook
• Experience working across numerous time zones
• Well-versed in shorthand/quick notes
• Bilingual in Spanish preferred
Vacancy posted 2 days ago
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