Executive Assistant

Full-time - Entry Level

Culver City, CA

Administrative and Support Services

About the position

The Executive Assistant will provide high-level administrative and clerical support to the President/CEO and Vice President of Operations, ensuring efficient operations and a positive experience for clients and employees. This role requires a versatile, detail-oriented individual who can manage multiple tasks and prioritize effectively in a fast-paced environment.

Responsibilities

• Handle calendars, prioritize tasks, make appointments, set agendas, and coordinate travel for the CEO and VP of Operations.
• Draft and edit correspondence, presentations, and reports.
• Label, triage, and organize email communications.
• Act as gatekeeper and right-hand person for the CEO and VP of Operations.
• Ensure client and contract information is accurate and current in Salesforce.
• Manage input and information related to shift assignments, payroll, timekeeping, job setups, and billing.
• Collaborate with the Associate Director of Client Experience on the Biannual Client Survey, including information gathering, presentation preparation, and scheduling.
• Serve as the team expert for corporate workforce management systems such as iCIMS, Kronos (UKG), and Salesforce.
• Work closely with the Accounting team to ensure accuracy of billing and accounting reports, including headcount, supplies, account changes, and discrepancies.
• Maintain all Union and Wage and Hour information sheets current and become the resident expert on wage and hour classifications for all locales serviced.
• Maintain all contract files and client information in Salesforce and coordinate with Sales and Operations for new contract start-ups.
• Assist with other tasks and special projects as assigned.

Requirements

• College/University degree preferred, or equivalent work experience.
• Minimum of 3 years' experience in administrative support, with at least 2 years as an executive assistant to senior management in a fast-paced office environment.
• Tech-savvy; proficient in MS Office 365 programs and CMS systems, with demonstrated experience creating presentations for executives.
• Advanced proficiency in Excel required to create and manage complicated spreadsheets.
• Strong calendar and business travel management experience required.
• Excellent communication and interpersonal skills with the ability to maintain confidentiality and discretion.
• High level of emotional intelligence and strong internal customer focus.
• Demonstrated outstanding organizational skills and attention to detail, with the ability to handle multiple tasks and prioritize effectively.
• Proactive, resourceful, and able to work autonomously.

Nice-to-haves

• Proficiency in AI tools and large language models preferred.
• Experience with UKG, iCIMS, Chrome River, SharePoint, and Salesforce.