Executive Administrative Assistant I

Yusen Logistics • Long Beach, CA

5h

About The Position

This position provides administrative support for the –leadership team in the assigned business unit. The Executive Administrative Assistant displays exemplary administrative skills including: anticipating the executives’ needs and executing their scheduling, managing executive calendar(s), organizing domestic and international travel itineraries, processing general mail and information inquiries coming into the office, written correspondence, telephoning, research, trouble shooting, and related assignments. Many of these duties will involve interface with clients and will require a high degree of professionalism, tact, sensitivity, initiative and diplomacy.

Requirements

• Associate Degree plus 3 - 5 years supporting an executive team; or equivalent combination of education and experience.

Responsibilities

• Schedule and organize client and company meetings, travel arrangements, conferences and departmental activities for executives in the business unit.
• Maintain the business unit company calendar: Ensure it is accurately updated in a, timely manner with meetings, conferences, client events, trade events and company meetings, etc.
• Organize and submit executive expense reports and follow up with Accounting on outstanding matters when necessary.
• Coordinate meetings including arranging conference calls, reservations/contract room blocks, meeting room preparation, create seating charts for meetings and group dinners , ensure required equipment is available, coordinate food orders and print/copy necessary materials
• Coordinate all communications with including making destination travel arrangements, communication with local hotel contacts, coordinate WebEx sessions, coordinate presentation material and any required meeting set up work.
• Assist executives in creating and organizing PowerPoint presentations
• Update organization charts on a monthly basis.
• Process invoices for payment and follow up with accounts payable on outstanding payments.
• Assist management with time off requests and JDE requests.
• Handle confidential and non-routine information.
• Work independently and within a team on special nonrecurring and ongoing projects.
• Acts as a project manager for special projects, at the request of the leadership team including; planning and coordinating multiple presentations, disseminating information, and broad communications.
• Type and design general correspondences, memos, charts, tables, graphs, business plans, etc.
• Perform other duties as assigned by management

Benefits

• Medical, Dental, and Vision beginning the 1st of the month following start date
• 401k with a company match
• Standard 10 days PTO
• Eligible for bonus plan
• 7 Paid Holidays
• Eligble for OT pay if applicable
• Flexible Spending Accounts, Life and Accidental Death & Dismemberment Insurance, Short & Long Term Disability, Tuition Assistance Program, Commuter Benefits, vacation, and much more
• Any and all benefits offered are subject to the eligibility requirements, terms, and provisions set forth in the respective policies and plan documents, which you may request from Human Resources.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 251-500 employees