Executive Assistant & Office Administrator

WINDSOR CAPITAL GROUP•Santa Monica, CA

10h•$75,000 - $85,000•Onsite

About The Position

The Executive Assistant & Office Administrator is responsible for the efficient operation of the corporate office while providing executive support to the President/CEO. This role's focus will be split (approximately 60%) executive support with a secondary component as an Office Administrator (approximately 40%). This position requires strong organizational skills, attention to detail, and the ability to manage routine administrative priorities while supporting the President/CEO with scheduling and logistics.

Requirements

Must be discreet
Extremely organized, detail oriented, with the ability to multitask with minimal supervision
Ability to communicate effectively and eloquently verbally and in writing
Must demonstrate patience and professionalism at all times
Ability to understand the purpose, process and principles of President/CEO's workflow and elevate (to President/CEO's attention) items of importance or time sensitivity
Ability to effectively communicate with and collect information from team members and third parties, some of whom will require high levels of tact and/or diplomacy
Is a highly effective listener and can speak clearly (both on the phone and in person) in a polite, understandable and professional manner
Ability to assume and perform new job responsibilities at short notice
Availability and flexibility with schedule-based business needs
Ability to access and accurately input information using Microsoft Teams and 365 suite of programs
No job too small or too big mentality (any unassigned miscellaneous tasks for office you “own”)
Reachable and willingness to engage after hours or weekends with a fast response time

Responsibilities

Operate confidentially and with discretion and understand how to properly handle confidential information
Organize and keep current the President’s daily/weekly/monthly schedule
Coordinate meeting dates, communications, locations, agenda and meeting preparation
Answer phones, screen calls and handle as appropriate or take messages as necessary
Manage travel arrangements including lodging, airline and ground transportation as needed and coordinate itineraries with other travelers; must be familiar with international travel
Personal travel or local conference attendance may be required
Obtain and maintain all of President’s meeting notes; and proactively create task lists as necessary
Follow up on “To-Do” or task lists issued by President internally and externally
Prepare documents for President’s signature; disseminate as appropriate
Maintain personal and corporate files of President
Relieving President of general administrative detail
Prepare and track President’s expense reports
Coordinate presentations and report-preparation on behalf of the President
Coordinate Board of Advisor meetings (may include assisting Board Members with travel arrangements)
Populating form agreements (NDA’s) and preparing documents for execution
Assist with Special Projects or any other task as assigned
Organize and maintain the office, ensuring a professional appearance at all times, including common areas such as the supply room and kitchen
Train and support other administrative staff on routine office functions.
Assist in preparation of presentation materials, marketing brochures, acquisition, development or sale “teasers”
Act as a liaison with Building Management and 3rp party vendors for Corp. office, including parking passes and service requests
Integrally involved in Leadership conferences or offsite meeting planning and execution
Act as the point of contact for administrative services that support the corporate office
Receive all incoming mail/correspondence; distribute and/or handle as appropriate
Receive and route incoming calls on main office line
Coordinate mailing and distribution of internal and external materials, including management of postage, next day shipping and courier service vendors
Coordinate support and service for all-office meetings, meals or events (including team members’ birthdays)
Managing HQ office administrative expenses including office supplies, business cards and letterhead
Understand seasonal or timely priorities for organization and assist with associated task completion (assets sales, acquisitions, tax filings, loan closings, etc.)
Reinforcing Windsor’s file naming convention and file storage policy to include - Insurance files, loan documents, closing binders, financing due diligence, credit applications, franchise agreements, music licenses, liquor licenses, other licenses, permits, taxes, etc
Monitor and arrange for updates to corp website as appropriate
Maintain Office Holiday and birthday calendar – cakes, flowers and cards per HQ member’s preference or as appropriate
Assit finance with distribution of month reports to lenders and authorities having jurisdiction
Maintain corporate travel profiles for VP and C executives