Executive Assistant

Executive Assistant

The Executive Assistant upholds ProVia's Purpose, Vision, Mission, and Values, and supports ProVia's Corporate Leadership Team by taking care of administrative and logistical responsibilities so CLT members can focus more of their time and attention on leading the company. This role calls for a highly capable, proactive, and service-minded person who takes pride in doing every task, large or small, with excellence. The EA will learn quickly, anticipate needs, use good judgment, and look beyond the immediate request to find additional ways to help.

Executive Support

Provide proactive support to members of the Corporate Leadership Team, building strong relationships and learning how each person works, what they need, and where you can help. Take initiative, follow responsibilities through to completion, and handle both routine tasks and special projects with accuracy and timeliness.

Calendar and Meeting Coordination

Coordinate and schedule certain leadership activities, becoming familiar with CLT members' schedules and commitments to help avoid conflicts and keep things running smoothly. Manage the corporate calendar with plenty of lead time, and take care of meeting details such as space, technology, meals, and other arrangements.

Travel Support

Coordinate travel for CLT members, taking care of flights, hotels, transportation, itineraries, and other details along the way. Anticipate what may be needed and be ready to respond quickly and resourcefully when plans change.

Continuous Improvement

Look for ways to make administrative processes simpler and more efficient, using technology whenever it can help reduce workload, improve organization, or automate routine tasks. Be willing and able to quickly learn new systems, software, and tools that can make the work easier and more effective.

Communication and Relationships

Build positive, trusting relationships through a warm, approachable, and helpful presence. Bring a genuine desire to serve others while communicating clearly and thoughtfully, with strong written skills and the ability to draft, edit, and proofread professional correspondence.

Mailroom Oversight

Take care of the day-to-day mailroom needs at the Walnut Creek Facility, including sorting and delivering incoming mail, preparing outgoing mail and packages, and making sure office supplies are stocked and readily available.

Confidentiality and Discretion

Aligning with ProVia's value of Integrity, the EA must maintain a high level of confidentiality and discretion when handling sensitive company information including financial and legal, leadership discussions, employee matters, business decisions, documents, schedules, and conversations. Be someone others can trust to use good judgment and handle confidential information with professionalism and care.

Qualifications and Attributes

A quick learner who is organized, dependable, detail-oriented, and service-minded, with strong communication skills, sound judgment, and the ability to work independently and manage changing priorities. Requires a high school diploma or equivalent, at least two years of relevant experience, and proficiency in Microsoft Office; an associate's degree is preferred.