Volt - Fountain Valley, CA
posted 3 months ago
As an Executive Assistant at Volt, you will play a crucial role in managing all aspects of administrative tasks for the Division. This includes planning and implementing projects that are vital for the Division's success. You will coordinate the daily affairs of the Division Head, which encompasses managing their calendar, travel arrangements, meetings, conference calls, written communications, and other project-oriented roles. Your ability to work independently and efficiently in a fast-paced environment will be essential as you handle multiple responsibilities and meet various deadlines. In this position, you will also provide support and backup to other administrative assistants within the Division, ensuring a collaborative and responsive work environment. Your role will require you to maintain a helpful and willing attitude in all interactions, providing front-line customer service and administrative support for specific programs and divisional projects. You will assist the Division Head and staff with expense report submissions and coordinate travel arrangements with the corporate travel agency. Additionally, you will proactively monitor and analyze the division's budget spending, assisting with accruals and budget schedules. Working closely with the Division Head's direct reports, you will ensure that goal setting and year-end evaluations are completed in a timely manner. Your organizational skills will be put to the test as you maintain and update Outlook contacts and email groups, review files for accuracy, and prepare reports and presentations as required by management. You will also coordinate and schedule meetings with clients and vendors, research and analyze division-related information, and provide administrative support for division managers and employees as needed. As the Department Ambassador, you will act as a liaison for all employee transfer and hiring processes, manage the support desk and supply area, and handle internal and external correspondence, including highly confidential issues. Your office responsibilities will include managing the JD Edwards financial program, filing, meeting arrangements, report preparation, record management, and telephone screening. This position is a full-time opportunity, initially a 12-month temporary role with strong potential for conversion to a permanent position for the right candidate. The working hours are Monday to Friday from 8 AM to 5 PM, and the role requires 100% onsite presence in the Fountain Valley office.