Job Posting Title Executive Administrative Assistant

AAA • Costa Mesa, CA

1d • $31 - $41

About The Position

This position provides administrative support directly to Executive Management. Under limited direction, you will perform a variety of complex and sensitive administrative duties to support Executive Management, usually of a confidential nature. Requires a thorough knowledge of and competence in administrative skills. What You’ll Do: You will assist Executive Management in their daily business affairs and provide direct administrative support. Schedule, coordinate and review the flow of information among executive and management staff, employees, members, vendors and professional groups. You’ll prioritize conflicting needs, handle matters expeditiously, proactively rather than reactively, and follow through on projects to successful completion. You will be required to maintain a high level of confidentiality. You’ll perform high-level administrative responsibilities, including scheduling meetings, taking and delivering confidential messages, and composing routine and non-routine written correspondence. You will coordinate and calendar the daily schedule of assigned Executive(s), including meetings, conferences, and travel. Schedule and coordinate travel itineraries, ground transportation and related meetings. You’ll respond to incoming calls from employees, members, vendors and others, providing general information and referring calls of sensitive nature to executive management. Proactively handle complaints/inquiries. You may assist with the design and development of multimedia presentations and report documents for executive management, using word processing, slide graphics, spreadsheet and/or database software applications. You may assist in preparing budgets, annual and monthly forecasts and cost performance review as well as other financial reports. Make recommendations regarding budgeting needs, when requested. You will manage the processing of invoices, contracts, and other written correspondence with other departments and branch offices, members, legal agencies, vendors and professional organizations. You’ll develop working relationships with internal departments for support, information and assistance.

Requirements

• Advanced level computer skills (including Outlook, Word, Excel, PowerPoint, Access, MS Teams, timecards, and SharePoint).
• Knowledge of our multiple business lines in support of the Club’s Member Relationship Management (MRM) strategy.
• Understanding and upholding the company’s core values are paramount.
• Advanced skills regarding spelling, grammar, punctuation, vocabulary.
• Advanced skills in writing reports, designing forms and filing/record keeping.
• Basic math skills.
• Experience using office equipment, including printers, fax, and binding machines.
• Requires advanced time management skills to structure activities effectively set priorities and maintain multiple tasks while adjusting to changing circumstances.
• Ability to quickly learn the company’s policies, protocol, and business units.
• Ability to effectively work in a team comprised of management as well as peers required.
• 4 – 6 years office administration experience, preferably supporting executive or upper management.

Nice To Haves

• Prior Club related experience preferred.

Responsibilities

• Assist Executive Management in their daily business affairs and provide direct administrative support.
• Schedule, coordinate and review the flow of information among executive and management staff, employees, members, vendors and professional groups.
• Prioritize conflicting needs, handle matters expeditiously, proactively rather than reactively, and follow through on projects to successful completion.
• Maintain a high level of confidentiality.
• Perform high-level administrative responsibilities, including scheduling meetings, taking and delivering confidential messages, and composing routine and non-routine written correspondence.
• Coordinate and calendar the daily schedule of assigned Executive(s), including meetings, conferences, and travel.
• Schedule and coordinate travel itineraries, ground transportation and related meetings.
• Respond to incoming calls from employees, members, vendors and others, providing general information and referring calls of sensitive nature to executive management.
• Proactively handle complaints/inquiries.
• Assist with the design and development of multimedia presentations and report documents for executive management, using word processing, slide graphics, spreadsheet and/or database software applications.
• Assist in preparing budgets, annual and monthly forecasts and cost performance review as well as other financial reports.
• Make recommendations regarding budgeting needs, when requested.
• Manage the processing of invoices, contracts, and other written correspondence with other departments and branch offices, members, legal agencies, vendors and professional organizations.
• Develop working relationships with internal departments for support, information and assistance.

Benefits

• Health coverage for medical, dental, vision
• 401(K) saving plans with company match AND Pension
• Tuition assistance
• Floating holidays and PTO for community volunteer programs
• Paid parental leave
• Wellness programs
• Employee discounts (membership, insurance, travel, entertainment, services and more!)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed