Executive Assistant

Ensign Services•Irvine, CA

19d•Onsite

About The Position

We are seeking a highly capable, thoughtful and proactive Executive Assistant to provide primary administrative support to our CEO, COO and CIO. Based in our South Orange County Service Center in San Juan Capistrano, the Executive Assistant will interact with all departments within the Service Center and operations.

Requirements

At least 3-5 years of administrative or executive support experience.
Strong organizational, scheduling and travel coordination skills.
Excellent written and verbal communication skills, including confidence communicating with senior executives and external stakeholders.
Strong proficiency in Microsoft Outlook, Word, PowerPoint and Excel, with the ability to learn new technology and systems quickly.
Outstanding attention to detail and a consistent record of producing accurate, polished work.
Sound judgment and demonstrated ability to handle highly confidential and sensitive information.
A proactive, service-oriented mindset with the ability to anticipate needs, take ownership and work independently with minimal supervision.
Ability to learn and adapt to the differing priorities, communication styles and working preferences of different leaders.
A collaborative approach and demonstrated ability to build strong working relationships with other Executive Assistants and leadership teams.
Strong interpersonal skills, emotional maturity and the ability to build trust across a decentralized organization.
Composure, flexibility and resourcefulness when priorities shift or unexpected issues arise.
Experience planning executive meetings and leadership events.

Responsibilities

Strong calendar management skills and ability to prioritize many competing requests with minimal guidance.
Coordinate internal and external meetings including scheduling, agendas, briefing materials, logistics, technology, catering and follow-up.
Plan detailed travel, including air, hotel, ground transportation and itineraries.
Serve as a professional point of contact for employees, affiliated leaders and external partners.
Prepare and organize executive correspondence, presentations, reports, meeting materials and other confidential documents.
Maintain meeting notes and assist with follow-up items, proactively maintaining momentum and closing communication gaps.
Anticipate upcoming needs by monitoring priorities, deadlines, travel, meetings and organizational activities.
Partner closely with other Executive Assistants and Service Center teams to coordinate leadership meetings, events, and special projects.
Support internal meeting coordination with discretion, accuracy and appropriate follow-through.
Manage expense reports, invoices, and other administrative processes in a timely and accurate manner.
Support established administrative processes and workflows.
Provide occasional support outside regular business hours for travel or scheduling needs.