Executive Assistant / Personal Assistant

$85,000 - $90,000/Yr

Top Tempo Technical - Pasadena, CA

Full-time - Entry Level

Pasadena, CA

Administrative and Support Services

About the position

The Executive Assistant / Personal Assistant role is a critical position that requires a highly organized and detail-oriented individual to support a C-Level executive in a fast-paced environment. This position demands excellent communication skills, discretion, and the ability to multitask effectively. The successful candidate will be responsible for managing the executive's schedule, appointments, and correspondence, ensuring that all administrative tasks are handled efficiently and professionally. The role involves acting as a liaison between the executive and various stakeholders, both internal and external, which requires strong interpersonal skills and the ability to draft clear and concise communications, including emails, memos, and reports. In addition to administrative support, the Executive Assistant will coordinate special projects, conduct research, prepare presentations, and oversee deadlines to ensure that all tasks are completed on time. Confidentiality is paramount in this role, as the assistant will handle sensitive information and must maintain discretion at all times. Organizational skills are essential for maintaining files, records, and documents, as well as for building and nurturing relationships with key stakeholders, clients, and partners. The position also requires problem-solving abilities, as the assistant will need to proactively identify issues and provide solutions, manage conflicts, and make decisions on behalf of the executive when necessary. Adaptability is crucial, as the assistant must be flexible in a dynamic work environment, handling multiple tasks and adjusting priorities as needed. Proficiency in technology, particularly in software tools for scheduling and communication, is also required. The role may involve assisting with personal tasks and errands outside of professional responsibilities, and the assistant will provide strategic input and support on various initiatives, contributing to the executive's decision-making processes. Professionalism is key, as the assistant will represent both the executive and the company in all interactions.

Responsibilities

• Managing schedules, appointments, and correspondence for the C-Level executive.
• Organizing meetings and handling travel arrangements.
• Acting as a liaison between the executive and internal/external stakeholders.
• Drafting emails, memos, and reports, and handling phone calls.
• Coordinating special projects and conducting research.
• Preparing presentations and overseeing deadlines.
• Handling sensitive information with discretion and maintaining confidentiality.
• Organizing and maintaining files, records, and documents efficiently.
• Building and maintaining relationships with key stakeholders, clients, and partners.
• Proactively identifying issues and providing solutions.
• Managing conflicts and making decisions on behalf of the executive when necessary.
• Being flexible to work in a fast-paced environment and adjusting priorities as needed.
• Utilizing various software and tools for scheduling, communication, and documentation.
• Assisting with personal tasks and errands as required by the executive.
• Providing input, research, and support on strategic initiatives.

Requirements

• Previous C-Level Executive Assistant experience required.
• Bachelor's Degree required.
• Excellent organizational and communication skills.
• Discretion and ability to handle sensitive information.
• Strong multitasking abilities and capability to work independently and as part of a team.
• Proficiency in Microsoft Office and calendar management tools.