Executive Assistant, People & Customer Operations

Full-time - Senior

Tustin, CA

About the position

The Executive Assistant provides professional support to the Chief People Officer & EVP, Customer Operations which includes, project management as well as administrative support responsibilities. Will be expected to independently manage the appointed office and administration functions. A proactive and solution-oriented mindset, and a quest for continuous improvement is essential. Focus on timeliness and execution of tasks and deliverables every day. Support the company strategy by holding ourselves and one another accountable for getting the work done.

Responsibilities

• Provide administrative services to the C-suite Executive and their team of direct reports.
• Collaborate with People Team, Customer Operations team, Executive Assistant team, and leadership regarding special projects, assignments, and support team building, department, company and customer events.
• Provide administrative services for projects that are consistent with corporate goals and objectives.
• Responsible for management of day-to-day operations including schedules, correspondence, mail collection & distribution, travel arrangements, presentations, ad hoc reports.
• Prepare and process routine forms, documents, correspondence, expense reports, requisitions, purchase orders, etc. following standard procedures.
• Assist with Board preparation and presentations through PowerPoint and other tools as needed.
• Order and maintain supplies, organize necessary office/desk moves for department.
• Organize and maintain file system, prepare copies of correspondence and other written materials.
• Work collaboratively to achieve goals and/or complete assigned tasks.
• Liaison between executives and internal teammates, external stakeholders and customers.
• Identifying, troubleshooting and resolving potential issues or roadblocks.

Requirements

• Minimum of 10 years’ experience in an administrative support role for a C-suite executive.
• High school diploma or general education degree (GED).
• Must be highly organized, detail-oriented, and able to concurrently handle multiple priorities in a fast-paced work environment while maintaining a high level of accuracy.
• High degree of personal and professional integrity, with the ability to maintain confidential information.
• Experience with high volume scheduling of one-on-one meetings, conference calls, coordinating conference rooms, working collaboratively with all levels of the organization.
• Prior experience providing high-level support to Board of Directors, Executive Committees.
• Experience supporting VIP customer activities, with high attention to customer engagement.
• Knowledge of proper formats for letters, proper grammar, spelling, and language usage; ability to produce, accurate correspondence with high attention for aesthetics.
• Ability to be self-directed, take ownership, and see projects to completion in a timely manner.
• Partner with all levels of the organization and communicate effectively.
• Extensive experience in Microsoft Office, Outlook, Excel, Word, PowerPoint, Visio for creating organizational charts.
• Proficient with Zoom, MS Teams, SharePoint, Adobe PDF; preparation of expense and reimbursement reports; and ability to quickly adapt to new technologies.
• Demonstrate willingness to adjust thinking and behavior.

Benefits

• The annual U.S. base salary range for this full-time position is $79,300.00–$121,000.00.
• Other forms of pay (e.g., bonus or long term incentive) may be provided as part of the compensation package.
• Full range of medical, financial, and other benefits.