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Executive Assistant to ECommerce COO

Q

Quantum Fuel Systems

Executive Assistant to ECommerce COO

Ventura, CA
Full Time
Paid
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  • Responsibilities

    Job Description

    SUMMARY Are you a professional problem-solver? A trusted confidant? A strategic partner? A calming influence in high pressure situations? A critical thinker who can make decisive choices? Our company is searching for an experienced, reliable and task-oriented Executive Assistant. An Executive Assistant in our company will do less administrative work and more critical analysis and strategic counsel. The assistant in this role will provide high-level support to the COO, keeping her path clear of non-essential tasks while proactively anticipating her requirements. Work will be performed independently, and require ongoing and direct interaction with the COO and other staff. The ideal candidate is a highly adaptable, self-motivated, professional individual; capable of managing their work load and prioritizing tasks in a fast-paced environment.

    This is a perfect opportunity for someone who wants a challenge and a chance to gain insight to running a successful e-commerce business. THE ROLE

    • HOURS: 25-40 hours/week - based on fit
    • IN-PERSON: Available to be present for on site office duties
    • THE COMPANY:A dynamic e-commerce retailer and distributor

    ​KEY DUTIES AND RESPONSIBILITIES

    GENERAL ADMINISTRATION Communication

    • Possess the poise to speak on behalf of the COO and company
    • Write polished emails and have professional phone etiquette
    • Provide real feedback rather than affirmation

    Confidentiality

    • Maintain company policies related to privacy and security
    • Have the ability to handle sensitive and confidential information
    • Come with an excellent track record of confidentiality and discretion

    Email

    • Manage a stream of emails from multiple, diverse sources
    • Assess priority and provide regular updates on inbox content
    • Compose and prepare correspondence for and on behalf of the COO

    ​Errands

    • Perform errands for the COO as requested including but not limited to supply pick-ups, mail drop-offs, and minor personal assignments

    File Management

    • Develop and maintain organized filing systems for paper and electronic documents
    • Manage the company’s digital files using G Suite
    • Perform on-site paper filing duties

    Professionalism

    • Develop and sustain a high level of professionalism among staff, distributors, customers and manufacturers
     

    OPERATIONS Document Preparation

    • Prepare internal and external documents for the company, including customer feedback forms, shipping forms, HR forms etc.

    ​Execute Projects

    • Take key actions on projects at all phases: from design to implementation to follow-up
    • Be action-oriented and start initiatives

    Liaise with Internal Teams and External Parties

    • Correspond with customers, dealers, manufacturers and staff on behalf of the COO

    Information Technology Specialist

    • Competency with a variety of applications and technologies
    • Ability to troubleshoot tech problems on the fly

    Multi-tasking

    • Be a competent multi-tasker, capable of working on multiple projects with minimal supervision
    • Be highly organized, with a keen eye for detail

    Problem-Solving

    • Be an original thinker capable of coming up with fresh solutions
    • Have the confidence to execute novel solutions to workflow and staff problems

    Product Knowledge

    • Quickly develop and maintain a mental database for company products

    Resourcefulness

    • Have pre-existing knowledge of handy tech tools and services, contacts and links
    • Possess the resolve to get things done, no matter what

    STAFF SUPPORT Anticipation

    • Have the vision to see problems before they arise
    • Get to know the COO’s preferences and be able to make suggestions that fit
    • Make proactive suggestions to streamline HR processes and procedures

    Decision-Making

    • Step in and make minor decisions on behalf of the company and COO
    • Learn quickly and make inferences that lead to informed decisions

    Emotional Intelligence

    • Be an expert reader of others’ body language and facial expressions
    • Be empathetic and able to see multiple perspectives
    • Enjoy working with people from a diversity of backgrounds
    • Manage conflict professionally with a courteous, respectful demeanor
    • With employees, be friendly - but not a friend

    Event Planning

    • Design and implement games and other motivational activities for office and warehouse staff
    • Organize staff appreciation activities

    Meetings

    • Attend meetings on behalf of or with the COO as required
    • Keep accurate records of meetings and provide need-to-know summaries

    Strategic Counselling

    • Develop a big-picture overview of the company by meeting with various departments within the company - maintain weekly meetings with all departments to ensure needs/problems are being addressed.
    • Have a detailed understanding of the ins and outs and goals of the company
    • Act as a sounding board for the COO’s ideas

    WORKFLOW & PLANNING Organization

    • Be an exceptionally organized individual with multiple strategies and approaches to time management
    • Develop and maintain organized filing systems for paper and electronic documents
    • Improve on the existing workflow within the company

    Timelines

    • Update the COO’s calendar on an ongoing basis, with a 4-week look-ahead
    • Optimize workflow by coordinating with staff members assigned to various teams
    • Request feedback on workflow from staff in order to enhance efficiency
    • Integrate calendars and tasks between teams and staff
    • Establish and oversee task completion in workflow applications, including Monday
    • Survey the current workflow and make recommendations for more efficient procedures
    • Maintain connections to all projects, including following up with appropriate parties

    Prioritize Tasks

    • Ability to be ruthless when it comes to prioritizing tasks
    • Base prioritization decisions on a clear understanding of company goals and objectives
    • Decide which projects need COO approval and bring to attention
    • Decide which projects need immediate attention and act on them
    • Keep track of multiple, on-going projects and endeavors

    QUALIFICATIONS EDUCATION: 4-Year Degree in Business, Social Science, or related EXPERIENCE: Administrative experience essential: minimum of 2 years experience; Project management experience an asset PERSONAL ATTRIBUTES:

    • Highly organized
    • Adaptable and flexible
    • Analytical and critical
    • Calm under pressure
    • Excellent communicator
    • Exceptional interpersonal skills
    • Expert-level efficiency
    • Forward-thinking and proactive
    • Loyal and trustworthy
    • Professional problem-solver
    • Resourceful and persistent
    • Self-motivated and confident
    • Serious and disciplined
    • Tech-savvy
    • Working knowledge of Microsoft Office and Google Suite products

     

    Company Description

    We are local automotive and powersports parts manufacturer, distributor, and online retailer. We distribute nation- and world-wide.