Executive Administrative Assistant

Confidential - Duarte, CA

Full-time - Intern

Remote - Duarte, CA

About the position

The Senior Executive Assistant will coordinate activities and ensure the timely flow of information to and from the executive office. This role involves handling highly confidential details and requires efficient functioning in a fast-paced environment. The position demands the ability to manage multiple tasks and projects with competing priorities while maintaining effective administrative processes.

Responsibilities

• Resolve routine and complex inquiries and problems requiring in-depth knowledge of organizational policies and procedures.
• Handle telephone calls and appointment requests for the executive, routing them as appropriate.
• Schedule and maintain the calendar of appointments, meetings, and travel itineraries, coordinating related arrangements.
• Assist the executive in maintaining scheduled appointments and meetings.
• Independently prepare and distribute minutes of meetings and initiate follow-up on discussed items.
• Open, read, and prioritize incoming mail, gathering background information for the executive to respond to correspondence.
• Route and answer all correspondence not requiring the executive's attention, initiating routine and non-routine correspondence and memoranda.
• Draft correspondence for the executive's final approval and compile, compute, summarize, and analyze data for special reports.
• Plan, organize, and prioritize special projects, while having regular exposure to highly confidential information and files.
• Utilize assistance from lower-level secretarial or clerical employees on a reporting or project basis.

Requirements

• Bachelor's Degree preferred (experience may substitute for minimum education requirements).
• 5+ years of experience in administrative and secretarial support at an executive level.
• High level of administrative and secretarial skills and versatility in using PCs and related office software.

Nice-to-haves

• Experience with Microsoft Excel (1 year preferred).
• Experience with Microsoft PowerPoint (1 year preferred).

Benefits

• Hybrid work environment (more in-person than remote).
• Flexible schedule (Monday to Friday, 8am-5pm).