Executive Assistant

Allied Universal • Irvine, CA

19h

About The Position

Allied Universal® is hiring an Executive Assistant. The Executive Assistant position will provide C-level support for the executive leadership team by managing and supporting their initiatives, operations, daily activities, events, and communications. To manage this job properly you should have a detailed understanding of organizing and managing meetings, experience booking domestic and international travel, and extensive experience managing calendars for multiple senior executives.

Requirements

• High school diploma or equivalent
• Minimum of five (5) years of administrative experience
• Minimum of two (2) years of work experience providing administrative support to executive leadership
• Outstanding communication skills, professional presence, and excellent organization skills
• Comfortable working in a fast-paced and changing office environment
• Flexible, responsible, dependable, and efficient
• Energetic and focused personality with a demonstrated ability to take initiative, successfully handle and prioritize multiple competing assignments and effectively manage deadlines
• Highly proficient and fully functional in all Microsoft Office applications and able to effectively utilize all available office management technology
• Professional, articulate, and able to use good independent judgment and discretion
• Proven ability to maintain correspondence, discussions, and materials in strictest confidence

Nice To Haves

• College degree in business administration, management, procurement, or related field
• California State Notary License

Responsibilities

• Schedule and/or reschedule meetings, conferences, and travel to coincide with calendars; deciding venues, menus, and layout/floor plans for events; plan on and off-site meetings, manage catering requests, and prepare meeting material
• Negotiate rates and sign contracts for car and airport services, catering, restaurants, etc., related to executive business travel/meetings
• Manage company suite and sporting events
• Management oversight of business event planning to include scheduling of presenters and coordination of vendor services
• Make domestic and international travel arrangements for Executive Team
• Manage expense reporting and reconciliation
• Manage invoice processing and payment activities, including the review, approval, and disbursement of donation payments.
• Provide top-level executive support while maintaining high levels of discretion and professionalism in a fast-paced environment
• Answer, screen, and direct phone calls
• Anticipate follow-ups and proactively manage upcoming needs
• Distribute incoming and outgoing mail; prepare and ship overnight packages
• Manage complex calendars and scheduling requirements for the Executive Team
• Write and distribute email, correspondence memos, letters, and forms
• Assist with printing, scanning, faxing, and uploading of documents.
• Act as the point of contact for internal and external clients on behalf of senior executives
• Communicate property repair and maintenance requests in a timely manner and follow-ups as needed
• Provide assistance with special projects as needed

Benefits

• Medical, dental, vision, basic life, AD&D, retirement plan and disability insurance
• Eight paid holidays annually, five sick days, and four personal days
• Vacation time offered at an accrual rate of 3.08 hours biweekly.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED