Executive Assistant

Executive Assistant

W2 Contract

Salary Range : $83,200 - $93,600 per year

Location : Concord, CA - Hybrid Role

Job Summary :

As an Executive Assistant, you will provide comprehensive administrative support to the Executive team, with a deep understanding of the demands associated with Business Development.

This role requires a highly self-motivated, professional individual who can effectively manage competing priorities in a fast-paced, high-growth environment.

Duties and Responsibilities :

• Coordinate executive communications, drafting and formatting emails or written documents, responding to emails, and interfacing with all levels of internal and external clients.
• Schedule meetings and appointments and assist executives in organizing meetings by preparing agendas, proposals, reports, research, and providing information to the executives before meetings.
• Arrange and support Zoom video meetings, conferences, company training, and sales presentations.
• Prepare meeting slides in PowerPoint.
• Organize and coordinate all travel, transportation, hotel, and meeting arrangements as required. Be available to assist with ad hoc changes, missed flights, and other issues while they are on the road.
• Assist with project management and event planning, including arranging corporate events inside and outside the workplace.
• Manage the internal organization's brand, reputation, and core values and act as an ambassador of the culture.
• Set up internal staff meetings, offsite meetings, conferences, and client meetings, including preparation of conference rooms, meals, and presentation / conference and sales materials.
• Attend and participate in industry functions as a representative of the company.
• Coordinate and organize all tradeshow arrangements, including registration, shipping, promotion, and travel.
• Attend key meetings, take meeting minutes, and follow up on outstanding action items.
• Assist in aggregating and formatting monthly Key Performance Indicator reports from various sources.
• Develop and sustain a level of professionalism among staff and clients.
• Assist executives with the completion of expense reports.
• Assist with projects that require analysis, organization, and research.
• Assist in new company initiatives requiring coordination of multiple divisions, clients, and vendors.
• Welcome guests and clients by greeting them in person or on Zoom, answering or directing inquiries.
• Uphold strict levels of confidentiality and time-sensitive material and maintain the highest level of discretion.
• Carry out an efficient documentation and e-filing system.
• Assist in the CRM as needed, running reports, compiling information, and generating lists.
• Calendar events, conferences, and marketing campaigns according to marketing plans.
• Assist in maintaining the marketing calendar to support and proactively prepare the sales team for upcoming events.
• Send gifts, letters, and client retention tools on behalf of executives and the sales team.
• Assist executives with technology and efficiencies.
• Assist executives with personal errands and travel arrangements or other duties as requested.
• Lead and assist in employee engagement programs as assigned.

Requirements and Qualifications :

• High School Diploma or GED; AA / AS or BA / BS preferred
• Proven experience as an executive assistant for a minimum of 2 years
• Heavy calendar management and organizational skills
• Tech-savvy and able to quickly adapt to modern technologies
• Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities
• Exceptional interpersonal verbal and written communication skills
• Excellent writing skills, including grammar, spelling, punctuation
• Technical writing skills, including copywriting and messaging, are preferred.
• Social Media literacy is preferred.
• Friendly and professional demeanor, appearance, and attitude
• Able to professionally interact with all levels of employees within the organization
• Able to work late periodically to meet time-sensitive deadlines
• Discrete, reserved, and able to manage business, personal, and family information with the highest level of confidentiality
• Trustworthy with impeccable moral standards
• Relies on experience and judgment to plan and accomplish goals
• Strong attention to detail, organized with good time management skills
• Able to research and resolve problems
• Infrequent lifting of up to 20 lbs may be required.
• Valid Driver's license and availability for local travel
• Able to travel overnight on occasion
• Able to type quickly, accurately, and for prolonged periods
• Proficient in Microsoft Office Suite
• Able to learn additional computer programs
• Reasoning ability, including problem-solving and analytical skills; proven ability to research and analyze facts, identify issues, and make appropriate recommendations and solutions for resolution
• Able to be trustworthy, dependable, and team-oriented for fellow employees and the organization
• Seeks to include innovative strategies and methods to provide a high level of commitment to service and results
• Able to demonstrate care and concern for fellow team members and clients in a professional and friendly manner
• Acts with integrity in challenging situations and is a trustworthy, dependable contributor

Desired Skills and Experience

Administrative, Business Development, Microsoft Office, Excel, PowerPoint, Zoom, calendar management, scheduling, travel, project management, event planning

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