Overview
On Site
Depends on Experience
Contract - W2
Contract - 12 Month(s)
Skills
Microsoft Office
administrative
Outlook
Word
Excel
Job Details
Role: Executive Assistant
Location: Pomona, CA
Job Description:
Key Responsibilities
- Provide executive-level administrative support, often of a highly confidential nature, to senior leaders (e.g., CEO).
- Schedule and coordinate appointments, meetings, and travel arrangements.
- Draft, review, and edit correspondence, memos, reports, presentations, and other documents.
- Organize and maintain databases, libraries, and knowledge repositories.
- Plan and execute meetings, including logistics, agenda preparation, note-taking, action item tracking, and follow-ups.
- Utilize business software and AI tools (e.g., CoPilot) to draft correspondence, create reports, and streamline processes.
- Process and oversee expenditure approvals, purchase orders, and invoices while ensuring compliance with budgetary guidelines.
- Handle incoming and outgoing executive mail and sensitive/confidential documents.
- Conduct research and analysis to support project planning, resource allocation, and special initiatives.
- Collaborate with cross-functional teams on special projects requiring in-depth analysis and insights.
- Ensure proper handling of confidential customer, financial, and proprietary data in compliance with company policies.
- Encourage team collaboration, idea generation, and continuous improvement.
Required Skills & Attributes
- Bachelor s degree or equivalent experience.
- 4 5+ years of advanced administrative, secretarial, and clerical support experience.
- Strong knowledge of company policies, practices, and basic budgeting principles.
- Advanced proficiency in Microsoft Office Suite: Outlook, Teams, Word, Excel, PowerPoint, and CoPilot.
- Experience with SharePoint and MS Notes.
- Skilled in processing expense reports, purchase orders, and invoices.
- Strong organizational skills with the ability to manage and prioritize multiple calendars.
- Excellent written and verbal communication and customer service skills.
- Strong problem-solving, analytical, and independent decision-making abilities.
- Ability to maintain discretion and confidentiality with sensitive information.
- Typing speed of 50 WPM or higher.
- Familiarity with project management practices.
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