| Job Description: |
Minimum Requirements:
• High school diploma or equivalent
• Senior Administrative Assistant with at least ten (10) years of experience supporting senior executives for a large corporation.
• Necessary skills include expert level Microsoft Word, Excel, and PowerPoint skills.
• Must be detail oriented and able to articulate key information accurately while also understanding how to prioritize time and effort to assist the supported managers in focusing their time on the most essential tasks and issues.
• Candidate must demonstrate effective time management skills and be able to work efficiently in fast-paced, deadline oriented and dynamic environment.
• Strong communication skills, ability to communicate clearly and a general awareness for teambuilding are necessary.
• Candidate must be trustworthy and demonstrate ability to work with a high level of confidential information.
Job Description:
This position will support the LA Basin Senior Management Team which is comprised of the LA Basin Sub-Region Manager, LA Basin Regional Sales Manager, and LA Basin Business Manager. Manage and coordinate the schedules and meeting agendas for all. This requires close coordination and understanding of priorities and assigned delegations of workload and meeting attendance. Includes providing timely updates of schedules, making scheduling decisions and notifying supported Managers of changes to their schedules.
Responsibilities will also include:
• Manage and screen correspondence and email on a routine basis. Includes responding to routine correspondence, highlighting emails that require immediate responses and forwarding emails to appointed contacts for responses to assigned topics. Pick up and distribute mail and packages.
• Prepare expense reports for supported Managers and review expense reports per corporate policies and procedures. Includes reviewing and approving routine automated expense report and administrative requests based upon established guidelines.
• Receive and respond to routine telephone calls and inquiries. Prioritize messages and phone calls and generally facilitate a timely flow of information and communication during periods when supported managers are out of the office or on travel.
• Plan, organize and schedule travel arrangements for supported Managers using a corporate travel system.
• Effectively coordinate and communicate (verbal and written) with Regional Leadership, clients and others on behalf of supported Managers. This may include drafting and preparing a variety of written correspondence for internal and external clients.
• Communicate, collaborate, and coordinate with other LA Basin Administrative Assistants, in the Los Angeles office, the Santa Ana office, the Long Beach office, and the Ontario office.
FINANCIAL:
• Utilize Oracle financial system to compile and report financial data on a routine basis.
• Utilize Excel to extract key financial data and prepare standard financial reports for office leadership.
• Disseminate financial information to LA Basin Sub-Region leadership.
ADMINISTRATIVE:
• Plan, prepare and organize meetings for up to 20 attendees, including creating the agenda, sending invites and tracking responses and assuring delegated responsibilities were met. Additional support for meetings or other office events includes creation of collateral materials, coordination of AV support needs, preparing the room and coordinating for food and other required meeting support.
• Coordinate schedules of supported Managers, Office Managers, and Department Managers to facilitate key office events/meetings. Track vacation requests submitted by Office and Department Managers and other senior staff in the office and Sub-region.
• Compile and organize information from multiple sources and addressing a variety of topics into usable formats and/or reports for distribution to Sub-Region leadership.
• Collaborate with multiple departments within the Sub-Region such as IT, Accounting, HR, Marketing, and Regional Management. EOE M/F/D/V
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