Shuster Financial Group - Pasadena, CA
posted 3 months ago
Shuster Advisory Group, LLC is seeking a highly experienced and proactive Executive Assistant to provide comprehensive support to the Firm's CEO. The ideal candidate will possess exceptional organizational skills, a keen eye for detail, and the ability to manage multiple tasks seamlessly. This role is critical in ensuring the smooth operation of the executive office and requires a candidate who can handle a variety of responsibilities with professionalism and discretion. The Executive Assistant will provide high-level administrative support to the CEO and senior executives, managing and maintaining executive calendars, scheduling meetings, appointments, and travel arrangements. The role also involves monitoring the executive's email, preparing and editing correspondence, communications, presentations, and other documents. In addition, the Executive Assistant will be responsible for planning, coordinating, and executing company events, meetings, and conferences, liaising with vendors, venues, and internal teams to ensure successful event execution. Travel coordination is another key aspect of this position, which includes arranging domestic and international travel itineraries, preparing travel expense reports, and addressing any travel-related issues promptly to ensure smooth travel experiences. The Executive Assistant will also take dictation and transcribe notes accurately, maintain confidential files, and assist in the preparation of email correspondence, reports, meeting minutes, and presentations. As a liaison between executives and internal/external stakeholders, the Executive Assistant will handle incoming calls, emails, and correspondence with professionalism and discretion, facilitating communication and information flow within the executive team and across departments. The role also involves assisting in the planning and execution of special projects and initiatives, monitoring project timelines and deliverables, and collaborating with cross-functional teams to achieve project objectives. Additionally, the Executive Assistant will oversee office supplies and equipment procurement, maintain an organized office environment, and coordinate with IT and facilities teams to address any office-related issues. Other ad hoc projects may be assigned as needed.