Executive Assistant

Robert Half - Irvine, CA

Full-time - Entry Level

Irvine, CA

Administrative and Support Services

About the position

We are in search of an Executive Assistant to join our team in Irvine, California. The role primarily involves administrative functions within our office environment. The selected candidate will be the only employee in the office, working independently and taking on a variety of responsibilities. This position is crucial for ensuring smooth operations and effective communication within the office. The Executive Assistant will be responsible for managing various tasks that support senior staff and contribute to the overall efficiency of the office. It's a shorter contract assignment that starts next week, making it an excellent opportunity for those looking to gain experience in a dynamic environment. If interested, please apply today!

Responsibilities

• Conduct independent research on potential venues for end-of-year party events and compile relevant details like cost per person and banquet fees.
• Participate in meetings on behalf of senior staff to gather updates on ongoing projects and events.
• Communicate regularly with other administrative staff, providing updates and taking notes as required.
• Manage corporate credit card requests, including gathering relevant information and submitting internal requests for fund usage.
• Keep track of office budget and accumulate receipts for expense reports.
• Oversee asset counts carried out by other administrative staff, performing quality control checks on the gathered data.
• Utilize skills in MS Office and Concur to manage calendar appointments and conference calls.
• Maintain clear and effective communication channels within the office, managing correspondence as necessary.
• Act as a representative for senior staff in their absence, providing necessary updates and notes.

Requirements

• Proficiency in using Concur for travel and expense management
• Experience in Calendar Management and scheduling meetings
• Excellent Communication skills, both written and verbal
• Ability to manage Conference Calls effectively
• Skilled in drafting and handling Correspondence
• Proficient in using MS Office including Word, Excel, PowerPoint, and Outlook
• Ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Strong organizational and planning skills
• Previous experience in a similar role is advantageous
• High school diploma or equivalent; college degree preferred.

Benefits

• Medical insurance
• Vision insurance
• Dental insurance
• Life insurance
• Disability insurance
• 401(k) plan