Job Description
Job Description
We are looking for a highly organized and proactive Executive Assistant to join our team in Santa Monica, California. This long-term contract position requires on-site support for a team of executives, ensuring smooth day-to-day operations. The ideal candidate will bring extensive experience in administrative support, with a strong ability to manage complex schedules, coordinate travel, and handle expense reporting.
Responsibilities :
- Manage multiple executives’ calendars, ensuring efficient scheduling and timely adjustments as needed.
- Coordinate domestic and international travel arrangements, including booking flights, accommodations, and itinerary planning.
- Prepare and submit expense reports using Concur, ensuring accuracy and adherence to company policies.
- Organize and support executive meetings, including preparing materials, managing agendas, and recording minutes.
- Collaborate with another Executive Assistant to provide shared coverage for a team of 10 executives.
- Serve as the primary point of contact for internal and external stakeholders, maintaining professionalism in all communications.
- Monitor and prioritize incoming requests, ensuring urgent matters are addressed promptly.
- Maintain confidentiality and handle sensitive information with discretion.
- Assist with special projects and other administrative tasks as assigned.
- Minimum of 5 years’ experience as an Executive Assistant or in a similar administrative role, preferably in financial services or real estate.
- Proven expertise in managing executive calendars and coordinating complex schedules.
- Proficiency in handling expense reporting systems, with prior experience in Concur preferred.
- Strong background in travel coordination, including booking and organizing detailed itineraries.
- Exceptional organizational and multitasking skills, with the ability to prioritize effectively.
- Excellent communication skills, both written and verbal, with a detail-oriented approach.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
- Availability to work on-site in Santa Monica, California, Monday through Friday, with flexibility for overtime as needed.