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Executive Assistant I
Ref No.: 18-13467
Location: Long Beach, California
Start Date / End Date: 10/29/2018 to 03/31/2019
Request ID: 3565-1
Job Title: Executive Assistant I
Location: 6 Months
Duration: Long Beach, CA 90802


Job Description:
  • Provides administrative level support to senior management.
  • Prioritizes management/client requests in order to meet business objectives. Supports the day-to-day administrative operations of a department.

Essential Functions:
  • Manages Senior team member's calendars: CFO & SVP FP&A, CAO
  • Coordinates scheduling meetings and events with key internal and external senior executives
  • Manages expense reports for select team members
  • Composes and types routine memos and correspondence at an executive level
  • Orders supplies, computers, and other necessities for department
  • Assists with on-boarding new employees, i.e., helps with time sheets, interview scheduling, etc.
  • Maintain mailing lists for large group email distributions
  • Copies, faxes and routes information as requested
  • Establishes and maintains official documents and records in appropriate files
  • Responds to a broad range of inquiries
  • Makes necessary arrangements to ensure details for meetings are completed
  • Conducts outside research for projects, as necessary
  • Prepares recurring and special reports and presentations by gathering data, interpreting data and assembling reports using PowerPoint, Excel, etc. for executive's review and distribution
  • Proofreads and edits materials
  • Provides confidential administrative and clerical support to executive
  • Receives, opens, sorts, reads and prioritizes executive's mail
  • Schedules appointments, meetings, conferences, luncheons, hotel reservations and travel plans
  • Serves as a receptionist for executive, receiving and screening visitors and telephone calls
  • Serves as recording secretary for committee(s), scheduling meetings, distributing materials, recording and transcribing meeting minutes

Knowledge/Skill requirement:
  • 2+ years recent Executive Assistant experience
  • Intermediate knowledge of Microsoft applications (Word, Excel, PowerPoint, Visio)

Required Education:
  • Associate's Degree of equivalent experience