Executive Assistant to Chief People Officer & HR Administration

Full-time - Entry Level

San Diego, CA

About the position

The Executive Assist-SVP/VP provides a full range of highly complex administrative and advanced organizational direct support to multiple Senior Vice Presidents or one Senior Vice President and at least one Vice President or a Regional/Market CEO. Provides specialized cross-functional, high impact support to execute key strategic priorities. Reports directly to the senior-level executive served. Upholds a one-to-one relationship with a high degree of responsibility and diplomacy. Performs multifaceted, strategic, and administrative duties and assignments of a highly responsible and confidential nature, often in a rapidly changing environment that would typically take away from an executive's focus on core functions and critical duties. Balances long-term executive goals with the daily responsibilities of the office. Cultivates and maintains effective relationships with interested parties. Provides extensive administrative support to boards, board committees and other committees as required. Works independently, effectively, and proactively under little to no supervision and may undertake and assume responsibility for diverse functions on a wide variety of projects and activities. Acts as an advisor for creative ideas and innovative solutions and is relied upon for insight and advice. Ensures appropriate follow-up to senior-level executives. Consistently displays ingenuity and resourcefulness with a high level of autonomy on decision-making especially when handling matters on behalf of the executive. When arrangements and plans need to pivot, acts quickly to make sure alternative solutions are in place. Uses initiative and regularly exercises discretion and sound, independent judgment with respect to matters of significance. Has the authority to make recommendations for action, subject to the executive's final authority. Readily adapts to the existing environment and organizational culture. Organizes and coordinates executive outreach and external relations efforts.

Responsibilities

• Plans, coordinates, and ensures the executive’s schedule is followed and respected.
• Manages an active, complex calendar of appointments; resolves all scheduling issues proactively and independently.
• Composes and prepares meeting correspondence that is often highly sensitive and confidential.
• Organizes and assembles complex meeting materials; ensures the integrity of meeting materials.
• Attends meetings and takes meeting minutes; prepares meeting agendas and Board packets.
• Accurately composes complex correspondence, memorandums, and informational materials.
• Researches and organizes data from various sources and generates reports/summaries.
• Acts as a liaison with other leadership and/or other departments.
• Manages financial responsibilities, including expense reporting and procurement card transactions.
• Maintains organized and orderly workspace including oversight of executive’s office and adjacent spaces.

Requirements

• H.S. Diploma or Equivalent
• 6 Years Experience at an Executive Assistant level.

Nice-to-haves

• California Notary Public - California Secretary of State - PREFERRED
• Associate's degree or 2 years Administrative/Executive Assistant experience may substitute for degree - REQUIRED

Benefits

• Full-time on-site position
• Competitive hourly pay range: $38.440 - $49.610 - $60.770