Executive Assistant

Executive Assistant

Job Location(s) : US-CA-Los Angeles

Are you the right applicant for this opportunity Find out by reading through the role overview below.

Job ID : 2024-2074

Category : Administrative / Support Clerical

Department : Insurance Solutions

Type : Regular Full-Time

Position Summary

The Executive Assistant will primarily be responsible for providing administrative support to the Head of Insurance Solutions.

The incumbent will work independently as well as collaborating with other executive assistants to organize in-person and virtual (Zoom, Teams, etc.

meetings, managing calendars, coordinating international and domestic travel arrangements, and performing data entry and other record management tasks.

This position will be based in TCW's Los Angeles office.

The right candidate must be detail-oriented and a team player who is willing to handle any new administrative tasks as they arise.

Strong communication and collaborative skills are required. This position will interface with internal staff at all levels as well as external parties.

A high-level of professionalism and adherence to confidentiality are required. This role also requires independent judgment to plan, prioritize, and organize a diversified workload.

Essential Duties

• Maintain heavy calendars, schedule and coordinate in-person and video meetings and conference calls, and make arrangements for meeting rooms when necessary
• Prepare / gather / organize materials for meetings and presentations
• Provide any other administrative support to the team as requested; be flexible to shift priorities when necessary
• Screen telephone calls and receive incoming guests / visitors
• Coordinate complex travel arrangements, including flights, visas, cars, hotels, and other reservations. Prepare travel itineraries, and submit expense reimbursements on a timely basis
• Prepare correspondence, documents, and spreadsheets as well as department invoices for payment
• Interface with internal and external parties with a high level of professionalism
• Maintain strict confidentiality and adhere to high standards of professional conduct

Required Qualifications

• Bachelor's degree or equivalent combination of education and experience
• Minimum 2-3 years' of administrative support experience; experience supporting senior or executive level leaders preferred
• Strong calendar management, including international and domestic experience
• Experience working in a professional, corporate environment
• Proficient in MS Excel, Outlook, Word, and PowerPoint
• Excellent phone etiquette; ability to vet phone calls and handle calls properly

Professional Skills Qualifications

• Strong organizational and time management skills
• Ability to prioritize multiple competing requests
• Excellent team player with a strong work ethic
• Strong verbal and written communication skills
• Detail oriented and resourceful
• Must be reliable, possess good judgment, and demonstrate proactive problem-solving skills
• Excellent interpersonal skills; demonstrated poise and ability to influence others with diplomacy and tact
• Ability to handle highly sensitive and confidential information

Desired Qualifications

Experience with Concur or a similar accounting system preferred

Estimated Compensation :

Base Salary : For CA based position, the base salary range is $80k to $110k. This is an anticipated range for base salary.

Other Compensation : Eligible to be considered for an annual discretionary bonus

Benefits : Eligible for TCW's comprehensive benefits package.

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