Executive Assistant

We are in search of an Executive Assistant to join our team based in Irvine, California. In this role, you will be tasked with a multitude of responsibilities to ensure the smooth functioning of business operations and personal affairs. This role offers a contract to permanent employment opportunity, providing the chance to work in a dynamic environment where adaptability and discretion are paramount.

• Serve as the main point of contact between the executive and various internal and external stakeholders.
• Manage complex calendars, including the scheduling of meetings, travel, and personal appointments.
• Handle the coordination of executive team meetings and the preparation of corresponding agendas.
• Oversee the management of email communication, prioritizing and responding as necessary on behalf of the executive.
• Conduct preliminary research and compile reports, summaries, and presentations as needed.
• Assist in maintaining operational efficiency in the office, document management, and tracking financial transactions relating to the executive.
• Liaise with office staff, vendors, legal counsel, and financial advisors for smoother operations.
• Manage personal appointments, household schedules, and family-related logistics.
• Coordinate travel arrangements for the executive and family, including the management of private jet schedules.
• Handle personal errands, event planning, and household vendor management.
• Oversee children's school and extracurricular schedules, coordinating with caregivers as needed.
• Ensure seamless coordination between business and personal commitments. • Minimum of 7 years experience as an Executive Assistant or in a similar role
• Proficiency in ADP - Financial Services
• Proficiency in using Cisco Webex Meetings for organizing virtual meetings
• Experience with Concur for managing expenses
• Demonstrable experience in using CRM systems
• Familiarity with Kronos Timekeeping System
• Experience with About Time for managing projects
• Strong skills in Calendar Management for scheduling meetings and appointments
• Excellent Communication skills, both written and oral
• Experience in handling Conference Calls with multiple participants
• Ability to manage Correspondence effectively and efficiently