Executive Assistant

Executive Assistant

Job Title: Executive Assistant
Contract Type: Contract
Location: Los Angeles, USA
Salary: $40,000 - $60,000
Contact Name: Kianna Briggs
Contact Email:
Job Published: February 12, 2019 09:33

Job Description

Are you an intelligent, highly professional aspiring Executive Assistant/ Office Manager with only 12 months’ experience. Would you like the opportunity to join an award-winning international recruitment business with an excellent reputation?

My client is a global hypergrowth organisation with rapid growth plans for 2019 who are looking for an aspiring, forward-thinking Executive Assistant. The ideal Executive Assistant will have experience supporting multiple people with administration duties and have had previous office management responsibilities. As the Executive Assistant, you will have experience as an Office Manager or junior Executive Assistant with plans to progress into a role where you will be supporting multiple senior stakeholders. You will have ideally recently graduated and had a years’ experience in an office based environment This is an excellent opportunity for an ambitious, juinior Executive Assistant to have full autonomy in a role and join an impressive global business.

Key Responsibilities:

  • Ensure that meetings are scheduled according to exact specification given and cognisant of apparent requirements (location and time zone of attendees, public holidays, etc.)
  • Proactively pre-empting sensitivities, required attendees and suggest or arrange accordingly
  • Optimise meetings per locations when the Directors are off-site and looking ahead in the diary maximise relevant meetings
  • Ensure that recurring meetings are in the diary and necessary agreements are made (up-to-date attendee list, dial-in details, meeting room, catering etc.)
  • Ability to independently making decisions on behalf of the Directors and escalate issues when appropriate
  • Proactively looking ahead in the diary (three dedicated timeslots during the week and when necessary), identifying clashes, manage meetings and escalate any changes or concerns at the right time
  • Ability to manage multiple conflicting urgent meetings with the understanding of the Directors’ requirements (as detailed above)
  • Effectively manage incoming meeting requests by gauging the priority and urgency of these and effectively manage the response in a polite and professional way
  • Ability to respond to rapidly changing requirements in a calm and timely manner such as last minute travel, emerging priority task, WFH, annual leave or other personal circumstances and ability to prioritise meetings and respond by canceling, re-scheduling and manage communication to all parties accordingly
  • Ensure that the meeting room for external meetings are setup (tidy, catering when needed) in the HQ and greet guests at the reception
  • Build excellent rapport with Senior Stakeholder, the wider internal team and external clients and PAs
  • Ensuring that messages are delivered in a polite and professional manner

I want to hear from people with:

  • Exceptional communication skills
  • Advanced Excel, and PowerPoint skills
  • Must be degree educated
  • Experience of managing diaries for multiple C-Suite Stakeholders (up to 4)
  • First-class presentation and problem-solving skills
  • Ability to adapt to sensitive scenarios where clients are concerned
  • Senior stakeholder management and influencing skills – demonstrated both with clients and colleagues, presenting themselves as mature and responsible
  • Focus on team achievement, not just individual goals
  • Superb interpersonal skills, with ability to influence and lead

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