Professional Executive Assistant - up to $50K -

$50,000 - $50,000/Yr

Unclassified - San Diego, CA

Full-time - Mid Level

San Diego, CA

About the position

Financial firms in San Diego are seeking professional, personable, and friendly Executive Assistants to join their teams. This role primarily supports the executive team in various capacities, including scheduling and confirming appointments, maintaining calendars and contacts, and coordinating projects and meetings. The Executive Assistant will also handle conference logistics and personal assistance activities, providing limited support to other executive members as needed. Event planning is a significant aspect of this position, which includes organizing meetings and supporting employee seasonal events. In addition to these responsibilities, the Executive Assistant will facilitate phone and email communications, ensuring that client work is routed to the appropriate personnel. Following up on outstanding client actions and managing future needed items for clients is also part of the role. The position requires preparing and handling highly confidential and privileged documents and reports, such as letters, expense reports, check requests, and other essential documents. This includes tasks like scanning, copying, faxing, emailing, and filing. Travel arrangements and itineraries will also be coordinated by the Executive Assistant, who will serve as a backup for the front desk and other administrative staff. Regular project work and additional duties as assigned will round out the responsibilities of this dynamic role.

Responsibilities

• Support the executive team by scheduling and confirming appointments.
• Maintain calendars and contacts for the executive team.
• Coordinate projects and meetings, including conference logistics.
• Provide personal assistance activities as needed.
• Plan and organize events, including meetings and employee seasonal events.
• Facilitate phone and email communications for the executive team.
• Route client work to appropriate personnel and follow up on outstanding client actions.
• Manage future needed items for clients effectively.
• Prepare and handle highly confidential documents and reports.
• Coordinate and handle travel arrangements and itineraries.
• Serve as backup for front desk and other administrative staff.
• Perform regular project work and additional duties as assigned.

Requirements

• Five+ years of equivalent work-related experience providing executive administrative support to top management.
• Highly proficient with MS-Word, Outlook, Excel, PowerPoint, and general computer literacy.
• Exceptional phone, communication, and interpersonal skills.
• Superior English language skills, including grammar, spelling, reading, writing, and speaking.
• Energetic, helpful, handy, motivated, calm, and a detail-oriented self-starter.
• Very organized with the ability to multi-task and strong time management skills.
• Professional and conservative business appearance.
• College degree highly preferred.