Job Description

Executive Assistant / Personal Assistant to the CEO - Irvine 

Excellent Salary, Full Benefits, plus bonus 

Provide full administrative and personal assistant support to the CEO. The ideal candidate has a proactive focus on support, is exceptionally organized, tech-savvy and demonstrates a strong work ethic.  If you are a professional with a strong sense of discretion and experience working for a high-level executive, we encourage you to apply for this position.  This position is not remote and requires physical presence in our Irvine, CA offices.  Hours, 8:00AM-5:00 PM, Off hour availability via cell.

ESSENTIAL FUNCTIONS

• Actively manage the CEO's calendar, and pro-actively resolve scheduling conflicts (or present options to facilitate decision making)
• Screening calls and responding to letters & e-mails on CEO’s behalf
• Coordinate conference calls, Teams Meetings or Executive Leadership team(s)
• Significant Personal Assistant work, including support of CEO’s personal finances (extensive), paying bills, check deposits at local bank, errands, and phone calls, etc. Responsible for creation and coordination of incoming and/or outgoing wire transfers.
• Responsible for all administrative duties needed to maintain CEO and EA office environment
• Prepare monthly personal expense and revenue reports, travel reports etc.
• Reconcile CEO corporate & personal credit card statements and monitor charges.
• Annually work with accountants and investment entities to collaborate with and gather tax preparation material.
• Update monthly cash flows, income, and expense work sheets.
• Arrange complex Domestic and International travels for both personal and business purposes
• Knowledge of travel policies and practices with hotels, airlines, etc. imperative
• Maintain files for correspondence, records, and personal matters
• Maintain privacy of confidential records, documents, and correspondence
• Collaborate with various staff and departments in preparing special projects

SKILLS

• Strong sense of responsibility and ability to complete tasks quickly and with minimal supervision
• Proficient with MS Word, Excel, Outlook & PowerPoint
• Discrete, trustworthy, with good prioritizing and problem-solving skills (especially in a changing landscape.)
• Calm strong mentality under the pressure
• Ability to exercise discretion and maintain strict confidentiality on all matters (personal and professional)
• Ability to prioritize according to the CEO’s needs efficiently with the ability to adapt quickly
• Ability to evaluate processes and suggest improvements/alternative solutions
• Strong organizational and time management skills with the ability to multi-task and work autonomously
• Excellent interpersonal skills with the ability to maintain cooperative working relationships – both within the company and with business associates outside the company
• Strong verbal and written communication skills, ability to communicate effectively with taking good notes and follow-up
• Ability to take initiative and find areas where assistance is needed to project CEO’s future needs

REQUIREMENTS

• 8 + years related experience as an Executive Administrative Assistant
• Bachelor’s Degree in business or related field preferred
• Ability to work/respond to requests from CEO after hours and weekends
• Technology and computer savvy required, including expert MS Office suite skills
• Must be detail oriented
• Must be a highly motivated individual with a high level of initiative and an attitude of willingness to work outside defined job responsibilities