Amplify Professional Services, Inc Hiring for Executive Administrative Assistant Job at Playa Vista, CA Full Time

Administrative Assistant to the CEO

Direct Hire – $85 – 95K + 10% bonus (DOE)

Work for a leading global non-profit specializing in public policy and internet related activities. This is an outstanding multi-cultural organization where your work has a global impact. Terrific work environment with outstanding benefits

This position will provide administrative and operational support to the Office of the CEO.

This role requires the highest level of reliability and flexibility in order to meet the demands, production timelines, and carry the workload generated by the President and CEO. Additionally, the role requires a high degree of professional maturity as there is a substantial volume of sensitive data/information requiring both confidentiality and discretion.

The position will require extensive calendaring and international travel management. The expectation is that you will be available as needed, to troubleshoot travel related issues.

This organization has outstanding benefits including

· Fully paid: 3 weeks PTO + 10 sick days + 12 holidays + 5 Be Well days + the office closes annually the week between Xmas and New Years

· 5% 401K + match up to 10%

· MDV – paid for employee + family

· Flexible work environment – but must be onsite to support CEO when needed (Playa Vista – 90094)

RESPONSIBILITIES

· Manage the schedule of the President & CEO. Schedule internal and external meetings and conferences while balancing time zones. Monitor calls and take minutes.

· Coordinate CEO personal calendar to ensure effective and timely management of schedule requiring creativity and latitude and coordination across personal and business schedules.

· Arrange extensive travel, maintain contacts and calendar, prepare expense reports, and special research on projects as assigned.

· Serve as a backup to the CEO Officer Director in his/her absence. This may include managing CEO correspondence, briefings, and organization of meetings, functions, and conferences.

· Manage deliverable items for meetings and events, including preparations of relevant materials by Executives.

· Organize physical meetings for CEO, including booking rooms, ordering catering, providing audio visual support, and other support services as needed.

· Coordinate logistics of department activities with public meetings, executive team meetings, and other necessary requirements.

· Work with Board on scheduling meetings, board workshops, and ensuring materials and agenda for calls and meetings.

Key Responsibilities & Duties:

Travel / Expenses Management:

· Book travel, including lodging, flights, car service and any passport/visa requirements needed for CEO’s international travel

· Support the CEO and Director travels in different time zones

· Proactively follow up, communicate and manage schedule changes.

· Monitor and troubleshoot issues related to travel such as canceled flights, hotel room extensions, and other travel-related concerns.

· Prepare and submits expense reports related to CEO travel and activities.

General Administration:

· Draft communication items, including blogs, emails and agendas.

· Prepare executive responses to routine memos, letters, or correspondence.

· Prepare reports, collect and analyze information; prepare presentations.

· Perform routine administrative duties for the department including filing, monitoring emails and data retrieval.

· Proactive in supporting department lead to obtain closure on deadlines. Liaise and coordinate with Director to ensure tasks are carried out and delivered in a timely manner.

· Create and maintain spreadsheets, manuals, presentations, communication materials.

· Liaison with other departments and executives to coordinate efforts.

· Central point of contact for the coordination and activities and establish excellent working relationships with key stakeholders, including the executive team, Board of Directors, and key constitutes

· Other duties as assigned or requested.

Required Knowledge, Skills, and Abilities (KSAs):

· Must be well organized and experienced in use of all office systems and software, including Word, Excel, Outlook Adobe Professional, and PowerPoint.

· Excellent English drafting ability and communication skills, both oral and written; proficiency level and experience of drafting emails and letters for review.

· Writing and editing skills, including document formatting and creation of tables, charts and process maps.

· Strong interpersonal skills and ability to establish and maintain effective working relations with people in a multicultural, multiethnic environment with sensitivity and respect for diversity.

· Ability to communicate, coordinate and work effectively with geographically distributed staff.

· Detail-oriented and ability to multi-task and to work independently.

· Ability to solve complex issues in an ambiguous environment.

· Effective management of time and resources. The ability to be a self-starter, creative, detail-oriented, flexible and pro-active member of the team.

· Strong work ethic, positive attitude and team orientation.

· Ability to multitask and set priorities.

· Strong sense of urgency and dedication to task.

· Ability to develop and maintain efficient organizational systems.

· Proven problem solving skills, as well as ability to work independently and proactively. Ability to meet deadlines, working accurately and efficiently.

· Excellent interpersonal and communications skills.

· Mastery of MS Office programs: Excel, Word, PowerPoint.

· Global perspective.

· Strong follow-up skills to keep departmental deadlines on track.

· Demonstrated ability to: schedule across multiple stakeholders, time zones, coordinate travel arrangements; compose summaries and other written communication; process invoices and contracts; multi-task.

· Ability to handle confidential matters with discretion.

· Proactive in planning, ensuring availability of relevant agenda and materials for meetings and calls.

· Preparations/compilation of briefing materials as needed for travel.

· Ability to work in a flexible, fast paced, dynamic environment.

Education and Experience Requirements:

· Bachelor’s Degree required.

· Minimum five (5) years related Senior Executive administrative experience or equivalent supporting senior level management.

· Experience in supporting Senior Executive for domestic and international travel.

· Specialized training in procurement systems; Concur or similar expense systems; familiar with meeting scheduling system or software.

ADDITIONAL

· Fluency, both written and spoken, in English is required.

· This is a global organization and bi-lingual candidates (any language, in addition to strong English), encouraged to apply

· Working across time zones requires flexibility in schedule and managing time zones.

· Position may require ability to travel domestically or internationally as needed for meetings.

TO APPLY

Don’t hesitate! We welcome your application! For immediate consideration, please send your resume as a word doc (preferred).

· Must be eligible to work as a W2 employee. Unfortunately, we are unable to work with corps or visas on this position.

· A writing sample is required prior to interview with the CEO

· References and background check required at point of offer.

Thank you,

Amplify Search

Job Types: Full-time, Temporary

Pay: $85,000.00 – $95,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

COVID-19 considerations:
All employees are required to have proof of Covid vaccination + boosters.

Education:

• Bachelor’s (Required)

Experience:

• Microsoft Office (Word, Excel, PPT): 8 years (Preferred)
• Concur or similar expense systems: 1 year (Preferred)
• international travel scheduling: 5 years (Preferred)
• Calendar management: 5 years (Preferred)
• Executive Administrative: 10 years (Preferred)

Work Location: One location