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Executive Assistant - Internal Audit Team
Ref No.: 18-09322
Location: San Diego, California
The Executive Assistant provides diverse and complex support to the VP Internal Audit and Advisory Services and management team within the Internal Audit organization. Exposure to confidential/sensitive information and extensive interaction with Senior Management and the Board of Directors requires use of discretion, tact and diplomacy on a regular basis. A key area of responsibility involves coordinating and providing administrative support for nine Audit Committee Meetings of the Board of Directors held on an annual basis. Audit Committee Meeting administrative assistance includes the: preparation/review of meeting materials; quality control (i.e. material completeness, format, consistency, etc.); distribution of meeting materials to Senior Management and Board Members via Nasdaqs Directors Desk application; and meeting (Telephonic, TelePresence, Face-to-Face) support. Administrative duties include: scheduling meetings; booking travel arrangements; creating expense reports; coordinating luncheons, department meetings, and team building events; answering, screening, routing and/or responding to calls; creating and maintaining files; preparing, tracking and maintaining complex correspondence and memorandums in a timely and high-quality manner; and reviewing drafts documents for accuracy and grammar. Anticipate administrative requirements associated with Department objectives and initiatives and develop an action plan to provide the required support. Prepares materials for executive presentations. Coordinates special projects, compiles information, and prepares complex reports. Assists with department projects and initiatives to facilitate administrative efficiency, reduce complexity, and continuously improve productivity. Assist with new employee and Consultant on-boarding and training. Makes high-level contacts of a complex nature both inside and outside the Company. Coordinates activities between the Internal Audit department and outside parties. Contacts Company personnel at all organizational levels to gather information and prepare reports. Regularly responds to inquiries from Company executives.
Minimum Qualifications:
· Seven+ years experience of prior Administrative Assistant experience, preferably supporting upper-level managers and executives in a Corporate Headquarters environment
· Five+ years experience interacting with, and providing Administrative support to, C-Suite Executives and Board Members
· Advanced knowledge of Microsoft Outlook, Word, Excel, & PowerPoint
· Applied experience administering the Nasdaq Directors Desk application
Preferred Qualifications:
· Must be able to exercise judgment, discretion, and tact within generally defined practices and policies in selecting methods and techniques for obtaining solutions
· Comprehensive reading, writing, communication, and math skills
Preferred: Bachelor's or equivalent experience