Executive Assistant - Professional Working Environment

$45,000 - $45,000/Yr

Unclassified - Pleasanton, CA

Full-time - Entry Level

Pleasanton, CA

About the position

The Executive Assistant position is a vital role within our organization, providing comprehensive administrative support to an executive responsible for a major function such as operations, finance, or sales. This position requires a high level of professionalism and the ability to handle complex and confidential tasks with discretion. The Executive Assistant will be responsible for greeting clients and customers, managing multi-line phone systems, and making travel arrangements for the Advertising and PR Services company. The ideal candidate will thrive in a professional working environment and will be part of a company that is invested in their success. In this role, the Executive Assistant will perform a variety of duties that include preparing memoranda, reports, and other materials for staff and business meetings. They may attend staff meetings, take and distribute minutes, and follow up on action items. The position also involves maintaining and analyzing files and records, which often contain confidential information. The Executive Assistant will interact with high-level executives and outside customers, establishing networking relationships in a professional manner. They will draft responses based on their knowledge of the organization's policies and procedures, and will be responsible for making travel and lodging arrangements as required. The Executive Assistant will also monitor vacations, schedules, and calendars, organizing meetings and logistics. They will receive, screen, and handle telephone calls, incoming mail, publications, and other correspondence, some of which may be sensitive in nature. Additionally, the Executive Assistant may provide work direction to other administrative assistants and fill in for them when coverage is needed. This position is essential for ensuring the smooth operation of the executive's office and requires a proactive approach to problem-solving and time management.

Responsibilities

• Prepares memoranda, reports, and other materials for staff and business meetings.
• Attends staff meetings; takes and distributes minutes, follows up on action items.
• Maintains and analyzes files and records which often contain confidential information.
• Provides work direction to other administrative assistants as needed.
• Interacts and establishes networking relationships with outside customers and high-level executives.
• Drafts responses based on knowledge of the organization's policy and procedures.
• Makes travel and lodging arrangements as required.
• Monitors vacations, schedules, and calendars.
• Organizes meetings and meeting logistics.
• Receives, screens, and handles telephone calls, incoming mail, publications, and other correspondence.

Requirements

• Proficiency in Word, Excel, and PowerPoint.
• Ability to work independently and manage multiple tasks.
• Excellent communication skills, both verbal and written.
• Strong interpersonal skills to interact with clients and executives.
• Organizational skills to maintain files and schedules effectively.
• Flexibility to adapt to changing priorities and tasks.
• Time management skills to meet deadlines and manage schedules.

Benefits

• Great pay up to $45K
• Professional working environment
• Company invested in your success
• Variety of duties
• Great benefits package