Executive Assistant

$72,800 - $91,603/Yr

Avid Center - San Diego, CA

Full-time - Executive

Remote - San Diego, CA

Educational Services

About the position

The Executive Assistant at AVID Center plays a crucial role in providing comprehensive administrative support to the Senior Leadership Team (SLT). This position is designed to facilitate and coordinate business activities, ensuring that executives can focus on strategic initiatives. The role requires a high level of confidentiality, organization, and the ability to manage complex tasks effectively while maintaining close connections with various business units across the organization.

Responsibilities

• Organize and maintain the calendar for the assigned executive, prioritizing appointments and managing invitations for meetings.
• Arrange and confirm travel activities for executives and Board members, including preparing travel forms and reimbursement requests.
• Summarize incoming materials, determining priority and routing correspondence and documents appropriately.
• Take dictation and maintain minutes of meetings, distributing relevant information to designated staff.
• Plan and arrange meetings and events, including venue sourcing, budgeting, and attendee registration.
• Note commitments made during meetings and follow up to ensure closure.
• Interpret requests and implement actions, deciding when executives should be notified of important matters.
• Provide information and handle sensitive issues requiring sound independent judgment.
• Analyze operating practices to create or revise systems and procedures for efficiency.
• Prepare reports with conclusions and recommendations for operational challenges.
• Draft reports, correspondence, presentations, and other sensitive documents.
• Coordinate the collection and preparation of operating reports and performance data.
• Conduct research and assemble information for reports and presentations.

Requirements

• At least 5 years of office administrative experience, with a minimum of 3 years in an executive administrative role.
• Strong critical thinking, analytical, and problem-solving skills.
• Proficiency with standard systems and software, and a willingness to learn new technology.
• Excellent verbal and written communication skills, with attention to detail and accuracy.
• Ability to manage multiple tasks and keep plans moving forward without oversight.

Nice-to-haves

• Experience with Salesforce and Smartsheet.

Benefits

• Competitive salary with no negotiation required, starting at the midpoint of the salary range based on geographical location.
• $10,000 annual allowance for personal support (housing, transportation, family expenses).
• Happiness stipend for employees earning less than $72,800 annually.
• 10% salary contribution to a 403(b) retirement plan after 90 days of employment.
• 100% remote work flexibility with an option for hybrid work at the San Diego campus.
• 17 days of paid time off (PTO) per year, plus 12 paid holidays and a winter break.
• Tuition reimbursement of up to $5,250 per year for qualifying coursework or certification.
• Company-provided equipment for home office setup, including a laptop and monitor.
• Health and welfare plans subsidized by the company through Cigna.
• Annual All-Staff gathering for team connection.