Executive Assistant

Lyon Management Group•Newport Beach, CA

19d•Hybrid

About The Position

Lyon Living is looking to fill a full-time Executive Assistant position. The Executive Assistant will provide support and coordination for a few of our executives. Our teams work hard to maintain a culture that is conducive to creative thinking, empowerment, and collaboration.

Requirements

Minimum of Associates Degree; Bachelor’s Degree strongly preferred.
Minimum 6-8 years administrative assistant experience in a corporate office environment.
Must enjoy and operate efficiently in a fast dynamic environment and have excellent time-management skills.
Strong ability to multi-task even under high pressure with laser-focus attention to detail.
The ability to exercise good judgment/decision making, anticipate problems, and be proactive with a common sense approach to providing solutions/resolutions.
Excellent communication skills (verbal and written) and have the ability to work across functions.
Be able to handle confidential and sensitive information with discretion and exercise professionalism at all times.
Be dependable, highly motivated with a can-do attitude, and accountable for all responsible tasks.
Have high degree of flexibility and the ability to calmly handle multiple issues that may arise.
Possess strong customer service skills, a positive and professional demeanor, and have the ability to interact with all levels inside and outside the organization.
Have the ability to establish and maintain effective working relationships with colleagues, executive team, staff and external contacts, working collaboratively in a team environment.
Excellent technical skills - MS Office Suite (including Word, Excel, PowerPoint, Outlook, Teams), Zoom, Proofreading and Internet.
Solid organizational skills.
Ability to take initiative, be assertive and confident.
Applicant must have a valid driver's license or be able to utilize an alternative form of transportation at their own expense which allows them to reach the required destination in a time period comparable to that if they were to drive their own vehicle.
Employees choosing to drive their own vehicle for work-related duties will be required to have a valid driver’s license and provide proof of insurance, and may be subject to a DMV record search.

Nice To Haves

Flexibility to work overtime as required.

Responsibilities

Simultaneously support senior executives in a dynamic setting.
Produce quality work in a fast-paced environment, meeting deadlines as well as internal and external expectations for quality and accuracy.
Work independently with minimal direction and accurately assess requirements for each project; be able to communicate effectively when there are questions or issues to be addressed.
Compose and edit memos, letters, emails and other correspondence; format and edit documents such as presentations, proposals, contracts, and other deliverables.
Proofread drafts of correspondence for spelling, grammar, accuracy and layout, and make appropriate changes.
Create and update presentations including charts, tables, and graphs utilizing various software programs.
Schedule and coordinate meetings; prepare agendas and minutes.
Interface with employees, visitors, and outside contacts for executives.
Act as gatekeeper and also liaison in coordinating and disseminating approved information.
Create and maintain files, databases and spreadsheets.
Coordinate travel arrangements, prepare itineraries, compile documents for meetings, and complete travel and expense reports.
Provide Outlook calendar and email support.
Open and distribute incoming mail to appropriate executives.
Process invoices for payment after first assessing purpose, obtaining approval, and routing to appropriate party for payment.
Assist with meeting services including catering setup/teardown, room configuration and AV.
Ability to collect, research, organize, analyze and report data; evaluate information and systems; and make appropriate recommendations.