Executive Asst. in Los Angeles, CA at Volt

Date Posted: 11/8/2019

Job Snapshot

Job Description

Are you a skilled Executive Administrative Assistant looking to join a great company assisting a successful CEO? 

Our client is a service-oriented export trading company providing domestic and international companies the opportunity to import and export products to new and existing markets and we are looking to add to their dynamic team!

Reporting directly to the CEO, the Executive Assistant provides executive support.  The Executive Assistant serves as the primary point of contact for internal and external correspondence on matters pertaining to the CEO.  The Executive Assistant provides sophisticated calendar management to  prioritize inquiries and requests while troubleshooting conflicts with little guidance.  The Executive Assistant makes judgments and recommendations to ensure smooth day-to-day operation.  The Executive Assistant conserves the CEO’s time and promotes the corporate image by representing the CEO internally and externally.

Job Specific Responsibilities and Requirements:

KNOWLEDGE AND SKILLS REQUIRED

  • Understanding of company requirements and procedures as executed by company.
  • Ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and time management/organizational skills, and the ability to maintain a balance among multiple priorities.
  • Must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion and excellent attention to detail.
  • Displays strong interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude to build relationships with stakeholders.
  • Provides systematic and dependable follow up, as well as a high level of organization and preparedness.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability

TIME MANAGEMENT

  • Understand everything that the CEO is working on in order to take over, free up, maximize his time so that he is best utilized for the needs of the company and provided the best quality of work/life balance.  Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.

CALENDAR MANAGEMENT

  • Organize and maintain the CEO’s personal/work calendar and scheduling
  • Prioritize and resolves conflicts
  • Schedule meetings for different groups with different schedules
  • Ensures the CEO's schedule is followed and respected

TRAVEL MANAGEMENT

  • Arranging detailed traveled event logistics, itineraries, and agendas:  Flights, hotels, meals with customers/manufacturers, tickets, etc.
  • Manage personal event/travel arrangements for CEO
  • Understanding, utilizing, and maximizing, staying up-to-date with all airline/hotel memberships/points, credit card, government travel programs

SOURCE VENDORS

  • Manufacturer recruitment, assistance, and follow up to be able to distribute to the sales department

ISSUES/CLAIMS

  • Issue spotting, research situations, prioritize, and draft emails with the appropriate course of action or response per CEO’s direction to address an issue/problem
  • Researches, assists, prioritizes, and follows up on incoming issues and concerns addressed to the

LEGAL

  • Assist with all forms/review and advise, general assistance including intellectual property (trademarks), agreements, and contracts
  • Support with projects as needed.

COMMUNICATION/CEO IMAGE

  • Ensuring that the CEO is perceived with an effective/positive image
  • Ensuring that an effective/positive image is happening effectively by communicating professionally/effectively with customers, manufacturers, management, and other employees.
  • Ensuring that the CEO is responsive/accessible to others who inquire, providing a bridge for smooth communication between the CEO and others

FOLLOW UP  

  • Issues, requests, customers, manufacturers, trade events, employees

EXECUTIVE ASSISTANT’S SYSTEMS & METHODOLOGY

  • Create & implement a system used to organize oneself & CEO
  • Create standard operating procedures of duties
  • Create an effective/efficient check list and calendar ie daily weekly, monthly, etc.

NON-REOCCURRING TASKS

  • Property support
  • Employee issues
  • Banks
  • Trade leads