Executive Assistant To Recruitment Executive Jobs in Alameda, California

Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.

Manages the executive's schedule, meeting preparations, follow-up tasks, and complex travel arrangements.

Uses discretion, judgement, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality.

Conducts research and information gathering on behalf of the executive and prepares summaries and reports.

Develops positive and strategic relationships at all levels of the organization.

May be responsible for directing and deploying support staff or other resources

Exceptional organizational skills, project management and attention to detail

Future opportunity for light office manager responsibilities

Work closely with the Finance team on expense reports, policy compliance and budgeting

5+ years of related work experience

Extremely strong communication and interpersonal skills

Strong knowledge of G-Suite (bonus points for Notion and Linear power users)

Adept at project management with a keen understanding of timelines, scheduling, and reminders

Manage calendars effectively, ensuring adequate space and time between meetings

High interest and skill in supporting multiple executives; interest in working at an organization with a shared leadership model

Experience with online and in-person event planning and logistics related to supporting executives

Detail oriented with strong verbal, written, and visual communication skills.

Experience with productivity software and meeting technology such as Zoom, Airtable, and GSuite, a plus

EDUCATION AND EXPERIENCE YOU’LL BRING

Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments

Number of years or previous experience and at what level At least 5 years

5+ years of executive assistant experience required in corporate setting supporting C-Level executives.

Advanced knowledge of Microsoft Office Suite, Adobe Acrobat, and Outlook

Be point of contact between Executive, key stakeholders, internal employees and external customers

Exceptional organizational and time management skills.

Knowledge of the entertainment industry and talent management is a plus.

Complete various administrative tasks, including expense tracking, budget management, and office supply management.

Executive Assistant to Entertainment Business Manager

Salary up to 95K DOE plus Benefits

Coordinate and manage the manager's calendar, scheduling meetings, appointments, and events.

Facilitating office management needs – ordering supplies, maintaining cleanliness, ordering lunches, etc.

3+ years of prior administrative experience

Comfortability with obtaining notary certification within one year of hire

Managing complex calendars and scheduling across time zones

Handling phone calls and email correspondence

Coordinating meeting logistics – setting up conference rooms, creating agendas and presentations, ordering catering, A/V setup, etc.

Bachelor's degree in Business Administration, Communication, Hospitality Management or a related field (preferred but not required).

Proven experience as an Executive Assistant, Manager, or similar role supporting C-level executives.

Exceptional organizational and multitasking abilities, with a keen eye for detail.

Strong communication skills, both written and verbal.

Prior experience in the events or hospitality industry is a plus.

Competitive compensation package and benefits.

Office administrative and management practices and procedures.

Exercise tact and diplomacy in dealing with sensitive, complex and confidential student, employee, management issues and situations.

Applicable sections of the California Education Code and other applicable laws.

Type accurately at a speed necessary to meet the requirements of the position.

Employment Standards / Minimum Qualifications

Licenses, Certificates And Other Requirements

Manages CEO inbox and respond as a ghost writer on scheduling items or those you could help keep a process moving.

Works closely and effectively with the CEO to keep him well-informed of upcoming commitments and responsibilities, following up appropriately.

Excellent written and verbal communication skills.

Strong work tenure: Five to ten years of experience supporting C-Level Executives, preferably in a legal/commercial real estate industries

Intermediate knowledge of Adobe Creative Suite (InDesign, Illustrator, Photoshop, Acrobat Pro)

Working knowledge of MS Office (Word, Excel, PowerPoint)

Take and prepare minutes of meetings.

Type correspondence, memoranda, reports, documents, orders, payrolls, briefs and statistical data such as charts, tables, and graphs.

Maintain control files to monitor status and expedites the completion of staff assignments.

Schedule appointments, coordinate time, place, and participant arrangements for meetings.

Sort, screen, and route incoming mail.

Provide general information to office and telephone callers and/or refer them to appropriate party.

Good verbal and written communication skills in order to interact with peers and senior management

Manage expense reports for EVP

Minimum 2 years Executive Assistant experience

Perform clerical duties such as filing, typing, copying documents, handling incoming and outgoing mail and maintaining office supplies

Handle all calls and correspondence for EVP

Directs preparation of records such as agenda, notices, minutes, and resolutions for meetings

Minimum 1 year of finance, development or current assistant experience

Experience with finance and excel modeling is strongly encouraged

Bachelor’s Degree or equivalent experience

Agency experience preferred, but not required

Exemplary interpersonal skills including a professional in-person and virtual presence

Responsible for proactively managing and coordinating daily schedule, phone calls, contacts, travel arrangements, internal and external meetings

You have strong budgeting and project management skills including top-to-bottom event planning

5+ years in Project management experience desirable.

Will be an effective communicator with an advanced understanding of the executive functions and requirements

Manage highly sensitive, confidential information with the highest level of discretion

Coordinate department needs and initiatives with HR to enhance remote working

You have the ability to orchestrate and manage multiple overlapping meetings, projects, vendors

• Must have outstanding time management, the ability to prioritize tasks effectively and work under strict deadlines

• Manages logistics for meetings including organizing agendas, booking meeting rooms, preparing written materials, etc.

• Manages a complex business calendar.

• Manages confidential information as required.

• Ability to multi-task in a fast paced environment and organizational skills are imperative

• Excellent interpersonal and communication skills (written and verbal - this is a MUST)

Other duties and project management as assigned

Manage executive’s work and personal calendar

Work with executive & publicists to determine budget and manage expenses

Minimum 2 years of related experience preferred

Ability to prioritize and meet deadlines on multiple projects in a fast-paced environment; ability to anticipate and manage time efficiently

E organized and detail oriented with the ability to communicate effectively and manage multiple high priority, confidential assignments

Bachelor's degree or equivalent experience

Experience in managing multiple priorities, administrative coordination, and logistics

Well-organized, detail-oriented, ability to multi-task with great follow-up skills

Strong written and verbal communication skills

Aid executive in preparing for meetings

Responding to emails and document requests on behalf of executives

Manage complex calendars with an understanding of business priorities, including using your judgment to help manage their time.

5+ years of experience as an Executive Assistant supporting a member of an executive team. Bachelor's Degree preferred.

Excellent communication skills: You can clearly and strategically communicate verbally and in writing.

Organizational skills: You love being and keeping others organized and pride yourself on your attention to detail.

Prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures.

Organize and facilitate large team meetings.

Manage multiple calendars via Outlook

Manage and plan company celebrations

Starting Compensation $28 - $29 an hour

Medical, dental, vision, and 401k employer match

Enjoy team development activities, including seasonal activities and parties

Cultivate professional relationships around the country

7-10 years of EA/PA experience supporting a high-level executive

Extensive background in financial services

Ability to maintain the utmost confidentiality

Executive Assistant to a C-Suite Executive (Los Angeles)

If this sounds like you – please apply today! No calls, please.

Responsible for key administrative responsibilities and projects.

Strong organizational skills and attention to detail

Excellent verbal and written communication skills

Ideally one year of experience in an administrative role, hospitality or client service

Working knowledge of MS Suite and Google Suite

Assisting with recruitment and events.