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Executive Assistant

ISYS Solutions

Executive Assistant

Brea, CA
Full Time
Paid
  • Responsibilities

    Job Description

    POSITION TITLE: Executive Assistant

    DEPARTMENTS: Corporate VPs & Executive Leaders

    REPORTS TO: President & COO*

    SALARY: $65,000 to $68,000

    FLSA STATUS: Exempt

    GENERAL SUMMARY:

     

    High-level executive assistance role, primarily responsible for providing confidential administrative support to company President and executive branch functions, and completing tasks timely, accurately, and discreetly. *Additionally, provides executive assistance and completes special assignments in direct support of executive management in Finance, Human Resources, Talent & Culture, Case Management, and CareerSmart Learning divisions.

     

    ESSENTIAL JOB FUNCTIONS:

     

    • Review and assist with calendar coordination for executives to schedule meetings at their request.

      • Assist with management and other meeting preparation and meeting follow-up, including developing written agenda, preparing and distributing related reports or attachments, arranging for food or snacks (if applicable), taking meeting minutes, and tracking follow-up action, on behalf of executive leadership.
      • Ensure physical meeting space to be used by executives is clean and stocked and that AV equipment is ready to use, collaborating with IT if needed.
      • Assist with event planning for offsite executive retreats, leadership teambuilding, and leadership meetings including securing meeting space, lodging (if applicable), audio visual, parking, and all other arrangements
    • Assist with accountability tracking on large projects to enable executives to focus on big-picture tasks and strategizing

    • Prepare, update, and distribute reports, at the request of executives, using data from CMA, Absorb LMS, WooCommerce, Paychex, Quickbooks and/or Excel.

      • Maintain and update important spreadsheets on a routine basis, in supporting Finance, HR, and operational functions.
    • Accurately and objectively transcribe critical employee conversations to assist in maintaining personnel records, maintaining a high degree of discretion and confidentiality

    • Create and maintain an organized digital filing system for executive and corporate documents and assist with ensuring digital filing is kept up-to-date.

      • May include filing, scanning, labeling, and organizing physical and digital corporate records
      • Create and maintain digital library folders for content on leadership training topics and resources
    • Provide administrative assistance with writing, editing, and proofreading letters, memos, emails, and other documents on behalf of executive leadership

    • Coordinate and facilitate travel arrangements, including booking airline, overnight lodging, and transportation consistent with executive preferences and business needs

    • Conduct research assignments on topics directed by executives, including, but not limited to, geographic dynamics, new products/services, taxes, legal issues, and event/meeting venues.

    • Assist in auditing and maintaining corporate compliance by tracking due dates and completing documentation related, but not limited, to customer contract management, vendor contract management, insurance applications and renewals, 401K annual audit, and sales/use tax filings.

    • Post pre-approved routine announcements and updates to intranet/portal and social media sites, including messages, articles, and images, at the direction of executive leadership and consistent with ISYS/CSL brand and mission, vision, values.

    • Accurately prepare and distribute incoming and outgoing corporate mail and communications

    • Perform executive errands as needed for essential functions including but not limited to:

      • Travel to store and make in-person or online purchases using company credit card at the request of and on behalf of executives. May be asked to prepare and package employee gifts on behalf of executives.
      • Order or pick-up office supplies
      • Travel to bank locations to make in person deposits
      • Travel to post office or other locations to pick up and/or drop off mail or parcels
    • Collaborate and communicate effectively, enthusiastically, politely, and proactively with all department leaders and all employees.

    • Exhibit dependability and trustworthiness and maintain confidentiality and professionalism in all functions.

    • Perform all duties with ISYS’ best interest in mind and in compliance with related laws.

    • (*)Duties may vary or involve assignments delegated by other Executive Department heads, as authorized by the President, to meet executive organizational functions.

    • Participate in knowledge and skill enhancement employee development programs as authorized.

     

     

     

    KNOWLEDGE, SKILLS, AND ABILITIES:

     

    • Demonstrated ability to work autonomously with minimal supervision.

    • Strong organizational skills and ability to work efficiently and timely, meeting deadlines.

    • Excellent computer skills/literacy, and internet proficiency, with expertise in the Microsoft suite (specifically Excel) and QuickBooks.

    • Excellent mathematical ability.

    • Basic accounting skills and knowledge.

    • Excellent English language skills, speaking, writing, reading, and the ability to present information in an articulate and purposeful manner with consideration of all pertinent details.

    • General knowledge of ISYS company policies and best internal practices.

    • Willingness to learn, ask questions, and obtain more general or specialized knowledge in Finance, Human Resources, and Operations, as needed.

    • Courteous and professional communications in all situations.

    • Excellent verbal and written communication skills with demonstrated ability to listen attentively, follow direction, and respond appropriately to sensitive matters.

    • Proactive research and problem-solving skills.

    • Ability to conduct simultaneous responsibilities with strong organizational skills and prioritization.

    • Understand ISYS’ Mission and Vision; and practice the Company’s Values.

    • Ability and willingness to act ethically, wisely, and prudently; to verify all work by double or triple checking, recognizing errors and addressing them appropriately.

    • Trustworthiness and ability to maintain discretion and confidentiality in all duties at all times.

    • Strong analytical skills and ability to assess the broader aspects of a situation while remaining attentive to the details.

     

    Requirements

     

    • Bachelor’s Degree preferred (Degree in an accounting, human resources, business or similar)
    • 5 years related work experience in an office setting.
    • 1 - 2 years experience in administrative support for an executive level.
    • Work experience in a role requiring confidentiality

    Company Description

    ABOUT ISYS CASE MANAGEMENT: ISYS is an organization of people with big minds, big hearts, lots of spirit and good character whose mission is to work creatively and intensively to provide case management solutions and have a positive impact on those we serve. Providing forward focused care coordination and customer service in the workers compensation community since 1998, ISYS has an established brand reputation of delivering on our promise to provide consistent high quality catastrophic, rush, and onsite field medical case management services. Our company culture is based on living our values to: Always do the right thing Deliver excellence in everything we do Encourage a Hug Your Customer® philosophy Communicate respectfully and proactively Build relationships upon trust Give generously Pursue growth and learning Be honest, authentic, grateful, and humble Promote individual and economic liberty Embrace the family spirit Annual employee surveys are conducted as part of holding ourselves accountable to living these values and delivering on our promise to our employees. Annual team building, annual gatherings to acknowledge exceptional performance, and routine “hugging” are all part of our work family culture. ISYS also has a Charitable Activities Committee that oversees and promotes employee involvement in our Pay it Forward program, which focuses on different ways to give back to the communities in which we live and work. Thank you for your interest in working with ISYS! Find employee testimonials and check us out at www.isyscm.com