Executive Assistant/ Project Manager- Temp to Hire- $70k-$75k in Sorrento Valley at Vaco

Date Posted: 7/17/2020

Job Snapshot

Job Description

Seeking a seasoned Executive Assistant who can support multiple c-suite executives with heavy calendaring, travel, and PowerPoint presentations. This person also MUST have Project Management experience as this is a large part of the job preferably in Finance and Accounting. Large company, salary + annual bonus and equity!

Executive Assistant II

Duties:

  • Provides support and assistance to executives that ensure effective use of time and productive interactions with staff and the public.
  • Handles a wide range of administrative and executive support-related tasks involving the clerical, administrative function, research, and management roles.
  • Responsible for schedule management, office management, communication liaison, information preparation, company records management, data analysis, and representing the executive to others.
  • Handles confidential information and communications.
  • Full comprehension of company's operation and procedures.
  • May also be responsible for training and supervising lower level clerical staff.
  • Uses discretion and judgement and knowledge of organization to facilitate the executive's activities.

Required Skills:

  • Provides administrative support to a Director or VP.
  • Applies skills and analytical knowledge acquired through experience to perform the more complex duties of the position.
  • Works under limited supervision and executes own work planning.
  • Initiates appropriate action to resolve routine to moderately complex problems.
  • Escalates issues to management when appropriate.
  • Exercises excellent judgment within areas of responsibility.
  • Handles confidential information appropriately.

TYPICAL DELIVERABLES

  • Special projects for department and/or corporate initiatives coordinated and administered
  • Timely response to emails, voice-mails, and written correspondence on behalf of manager
  • Department budget administration support including purchase order creation and expense reports.
  • Budget reports tracked and reconciled with department spending; manager informed
  • Department initiatives and projects tracked across team members inside department; outstanding action item follow-up and status reports to manager
  • Reference documents created, maintained and updated for department use
  • Business reports generated
  • Liaison to corporate offices and/or other business units/functional groups
  • General questions answered, unknown answers researched and appropriate information dispensed to employees and customers/vendors
  • Employee participation in events, etc., reported and tracked
  • Accurate databases created, updated and maintained
  • Org chart maintenance for functional group or business unit

TEAM LEADERSHIP SKILLS

  • Creates collaborative processes with other administrative personnel to optimize cross-unit functions
  • Collaborates cross-functionally to achieve team objectives. * Builds effective and inclusive relationships with personnel at a variety of levels
  • Successfully plans and executes on-boarding for managers and department employees
  • Provides guidance to other employees regarding new methods, assignments or procedures
  • Suggests and implements relevant process improvements
  • Exercises excellent judgment within areas of responsibility

TECHNICAL/FUNCTIONAL/ PROJECT MANAGEMENT SKILLS

* Researches and analyzes data within the context of a project, departmental needs, or company direction and makes recommendations for improvements

* Multiple, complex calendar, event and travel coordination management for department and senior leaders

* Communicates clearly and professionally at multiple levels and with diverse audiences

* Effectively organizes business environment for department/manager

* Handles multiple tasks independently, switches priorities and focus as needed

* Advanced PowerPoint and Google Slides skills., other MS Office/Google software products.

*Prepares and edits presentations with appropriate graphics and content which visually display pertinent business information, with attention to consistency of format and details.

* Applies effective resource skills in work applications