Executive Administrative Assistant

Aston Carter•San Diego, CA

86d•$40 - $50•Hybrid

About The Position

We are seeking a personable and professional Executive Administrative Assistant to support two Vice Presidents. The primary focus of this role is on calendar management. This position is a temporary leave of absence coverage role and is not expected to convert into a permanent opportunity. The role is based in San Diego, CA and follows a hybrid work model.

Requirements

Experience with calendar management, meeting and event planning.
Proficiency in preparation of presentations, conference registration, and expense report administration.
Ability to demonstrate professional presence to engage effectively with customers/partners at the executive level.
High level of proficiency in Outlook, Word, Excel, and PowerPoint.

Nice To Haves

Conference registration.
Records and document management.
Systems/process improvement.
Cross-functional stakeholder communication.

Responsibilities

Report to VP and/or above, typically supporting a department, function, or site.
Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Schedule and manage all domestic and international travel and accommodations, meetings, and meeting logistics.
Prepare reports by collecting and analyzing information.
Answer, screen, and direct telephone calls, providing information by answering questions and requests.
Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Organize, reconcile, and submit expense reports in Concur.
Act as an ambassador internally and externally, exhibiting a positive attitude and living company values.
Demonstrate strong business partnership with multiple departments, functions, sites, or leaders.
Create and revise systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.
Implement practices to increase productivity and manage communications effectively.
Complete operational requirements by scheduling and assigning administrative projects; expediting work results.
Handle details of a highly confidential and critical nature.
Organize and plan a variety of events including conferences and meetings.