Executive Assistant

MAI Wealth Management, Inc.•Los Angeles, CA

About The Position

The Executive Assistant performs a variety of administrative duties to support one assigned executive. Some of the duties will include setting and managing daily schedules and calendars, answering phones and taking messages, arranging meetings, screening and greeting visitors and clients, making travel arrangements, preparing reports, filing and organizing documents, and recording meeting minutes. The person in this role ensures all incoming information is processed in an efficient, accurate, expedient, and confidential manner. An Executive Assistant must be sensitive to our employee and client needs, department needs,and have excellent working relationships when interacting with others throughout the firm. There is travel between Los Angeles and Westlake Village.

Requirements

High school diploma or general education degree (GED) required; Associate's or Bachelor’s degree in Business Administration or other discipline preferred.
5+ years of related Executive Assistant experience in investment, finance, banking, accounting, sales, or a similar industry.
Knowledge of office management systems and procedures.
High level of proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook).

Responsibilities

Executes a broad variety of tasks for assigned executive(s) including managing an active calendar of appointments, compiling expense reports, composing and preparing correspondence, arranging complex/detailed travel plans, itineraries, and agendas
Assists in the weekly travel arrangements for the executive(s) including commute.
Serves as the primary contact for internal and external parties on matters pertaining to assigned executive(s)
Provides daily support to assigned executive(s) by organizing and coordinating calendars, meetings, distributions, etc. and overseeing various special projects.
Screens incoming calls, determining whether or not it requires the attention of the assigned executive(s).
Partners closely and effectively to keep the executive(s) well informed of upcoming commitments and responsibilities; point of contact for a range of staff and external stakeholders
Completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the executive(s) ability to effectively lead.
Prepares and/or edits documents, such as expense reports, memos, client deliverables, presentations, podcasts, and invoices.
Assists in managing corporate charitable events: invites, solicit for auction items, etc.
Maintains a high level of confidentiality.
Other duties as assigned.