[ref. r70676616] Santa Monica - Executive Assistant

Duties include-

Executive Administration:

• Assist executive team in meeting coordination, travel, managing calendars and emails
• Assist in preparation of executive presentations
• Administer regulatory licenses, permits and fees including local business licenses, corporate registrations, regulatory agency renewals, etc. Includes tracking due dates, completion of forms and paperwork, gathering signatures and filing
• Assist the team in managing the Company’s electronic filing system, including maintaining structural integrity and retention policies
• Proactively track project deadlines and deliverables through consistent follow-ups with team members
• Proactively and regularly communicate with stakeholders to provide updates, clarify expectations, and task tracking and escalating concerns as needed. Assist the team in coordinating follow-ups as directed.
• Assist the Senior Leadership Team (SLT) in organizing and coordinating cross-departmental collaboration
• Act as liaison between executives and internal/external parties, conveying messages accurately and professionally
• Manage sensitive and confidential communications with discretion
• Respond promptly to executive inquires, prioritizing tasks and delivering timely resolutions

Office Administration:

• Oversee the day-to-day office operations:
• Greet and assist visitors, clients, and employees with professionalism, ensuring a welcoming and organized front-office experience
• Answer and direct any incoming calls, e-mails, inquires, providing accurate information or routing to the appropriate department
• Address any facility related issues promptly and efficiently
• Coordinate office issues, repairs, and requests
• Ensure office space is well kept including coordinating with cleaning crew, ordering office and kitchen supplies, and ensuring overall office functionality
• Liaise with vendors and service providers for office supplies, equipment, and services
• Coordinate supply, service, and office-related contract negotiations and manage relationship with office-related suppliers
• Assist the Director of HR and Corporate Administration in managing and monitoring the office budget, including expenses and coordinating invoice review and payment

• Proven experience with ADP - Financial Services
• Proficient in using Cisco Webex Meetings for virtual conferencing
• Familiarity with Concur for travel and expense management
• Strong skills in Customer Relationship Management (CRM)
• Experience with Kronos Timekeeping System for accurate time tracking
• Knowledge of About Time software for streamlined project management
• Expertise in Calendar Management for scheduling and planning
• Exceptional Communication skills, both written and verbal
• Ability to manage and coordinate Conference Calls effectively
• Proficient in managing Correspondence with internal and external stakeholders