EXECUTIVE ASSISTANT - NEEDED ASAP IN DOWNTOWN L.A. !!!!!

Unclassified - Los Angeles, CA

Full-time - Entry Level

Los Angeles, CA

About the position

The Executive Secretary will play a crucial role in supporting the President's office by managing various administrative tasks and ensuring smooth operations within the office. This position requires a highly organized individual who can handle multiple responsibilities efficiently. The Executive Secretary will be responsible for scheduling and attending staff and committee meetings, creating agendas, taking minutes, and distributing these documents to relevant parties. Maintaining Outlook calendars and coordinating meeting arrangements will be essential to ensure that all meetings run smoothly and efficiently. In addition to meeting coordination, the Executive Secretary will act as a liaison between departments and leadership, facilitating communication and administrative support. This role will also involve supporting and coordinating conferences, which includes planning and organizing registration, travel arrangements, and accommodations for staff attending national conferences as assigned. The Executive Secretary will be expected to initiate, prepare, and edit various written materials, including correspondences such as letters and memos, as well as reports and spreadsheets. Furthermore, the Executive Secretary will be responsible for setting up and maintaining established files, ensuring the security of confidential documents and information. This position requires a proactive individual who can manage time effectively and prioritize tasks to meet deadlines while maintaining a high level of professionalism and confidentiality.

Responsibilities

• Schedule and attend staff and committee meetings, creating agendas and taking minutes.
• Distribute minutes and agendas to relevant parties.
• Maintain Outlook calendars and coordinate meeting arrangements.
• Act as the department liaison, coordinating administrative support and communications between departments and leadership.
• Support and coordinate conferences, including planning registration, travel arrangements, and accommodations for staff attending national conferences.
• Initiate, prepare, and edit written materials, correspondences, reports, and spreadsheets.
• Set up and maintain established files, ensuring the security of confidential documents and information.

Requirements

• Proven experience as an executive secretary or similar administrative role.
• Proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Experience in coordinating meetings and events.

Nice-to-haves

• Familiarity with conference planning and coordination.
• Experience in a corporate or executive office environment.

Benefits

• Equal employment opportunity employer.
• Consideration for all qualified candidates without regard to disability or protected veteran status.