Executive Assistant

Acuren Inspection, Inc.•Irvine, CA

12d•Onsite

About The Position

Tic Solutions is currently recruiting for an Executive Assistant at our Irvine, CA location. This position is an advanced level position that provides comprehensive and administrative support to a member of the Executive Leadership Team (ELT). The Executive Assistant will enhance effectiveness and efficiency of the executive member by proactively supporting the administrative tasks required, balancing demands of their time, and utilizing extensive administrative expertise to best support the management of critical tasks and information. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Requirements

Understanding of corporate records and litigation support
Ability to take minimal direction and generate highly comprehensive results;
Ability to maintain a high level of professionalism, credibility and confidentiality;
Collaborative approach with colleagues, employees, external contacts;
Strong time management and organizational skills with the ability to effectively manage multiple concurrent demands;
Sound judgement, including the ability to apply established guidelines and criteria in diverse situations;
Superior English literacy, demonstrated excellent communication, interpersonal and conflict resolution skills
A post-secondary degree in Business Administration, or a combination of education and experience;
Minimum of 10 years of related experience supporting C-level executives;
Paralegal experience or training would be considered an asset;
Experience supporting executives within a public company is a must.

Responsibilities

Managing complex professional scheduling for a senior executive, including meetings, appointments, agendas, mail, email, phone calls, client management, and other company logistics;
Prioritizing inquiries and requests while troubleshooting conflicts, making judgements and recommendations to ensure smooth day-to-day engagements;
Coordinating and arranging all logistics for meetings and sending calendar requests to attendees, drafting agendas, developing, compiling, and distributing presentation materials, and recording meeting minutes;
Managing travel logistics and activities for business trips including initial reservations for transportation, accommodations, and meals, making any changes to the reservations as required, and ensuring executives have all travel itineraries outlining reservation details;
Maintaining and refining internal processes that support the executive member, and coordinating internal and external resources to expedite workflows;
Assisting with special projects and events by conducting research, compiling data, and designing and producing complex documents, reports, and presentations;
Collecting and preparing information for meetings with staff and outside parties, composing and preparing correspondence, maintaining contact lists, and completing expense reports’
Serving as the primary point of contact for internal and external contacts and acting as a liaison between the executive member and internal/external stakeholders, including clients, board members, and other team members;
Coordinating communication and information flow between the executive and various departments within the organization;
Creating and maintain a process for sharing important information and documents organized physically, and electronically;
Handling confidential information with discretion and professionalism;
Prioritizing and managing multiple tasks simultaneously to ensure timely completion;
Performing general administrative tasks such as filing, copying, scanning, and ordering supplies as needed.
Other work duties as assigned.