Executive Assistant

The ideal candidate will provide top-level assistance for high level executives. They will provide high-level, multi-faceted administrative support and assistance to executive leadership with a high level of professionalism, integrity, and in a manner that reflects positively on the organization. This role requires exceptional organizational skills, discretion, and the ability to anticipate the needs of busy executives.

Responsibilities:

• Provide comprehensive administrative support to the Chief Executive Officer, Chief Financial Officer, and Chief Human Resources Officer, including managing complex calendars, coordinating travel arrangements, processing expenses, and handling correspondence.
• Act as a primary point of contact and representative for executive leadership, fielding inquiries and requests with professionalism and diplomacy.
• Prepare presentations, agendas, reports, special projects, and other documents using Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Manage confidential information with utmost discretion and sensitivity.
• Draft and prepare correspondence, including internal announcements, board meeting materials, and memos.
• Liaise with the Board of Directors, arrange Board meetings, and manage Board travel logistics.
• Plan and coordinate on- and off-site meetings and events, including scheduling, sending reminders,
• coordinating travel, developing presentations, taking meeting minutes, and arranging catering and equipment.
• Proactively manage executive calendars, prioritizing appointments and resolving scheduling conflicts.
• Conduct research, gather information, and prepare summaries and reports on various topics as needed.
• Cultivate and maintain positive and strategic relationships with internal and external stakeholders.
• Anticipate executive needs and proactively address them, conserving their time and maximizing their efficiency.
• Manage incoming and outgoing mail and communications.
• Perform ad-hoc projects and other related duties as assigned.

Qualifications

• 5 years of experience providing administrative support to senior executives.
• Proven experience in calendar management, travel arrangements, expense reporting, event planning, and presentation development.
• Experience with Board of Directors reporting portals (e.g., Diligent) preferred.
• Experience working directly with C-level executives and Boards of Directors.
• Expert proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace applications.
• Exceptional interpersonal and communication skills (written and verbal).
• Strong organizational skills and attention to detail.
• Excellent time management and prioritization skills.
• Ability to multitask and work effectively in a fast-paced environment.
• Problem-solving and critical thinking skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently and as part of a team.
• Dependability and reliability.
• Ability to sit for extended periods and work on a computer.

Some of the benefits of being a part of our growing Parts Authority family:

• Medical Coverage
• Pharmacy Coverage
• Dental Coverage
• Vision Coverage
• Basic Life and AD&D
• Short Term Disability Coverage
• Voluntary Short Term Disability Coverage
• Voluntary Long Term Disability Coverage
• Flexible Spending Account
• Commuter Expense Reimbursement Account
• Health Savings Account
• Health Reimbursement Account
• Accident Insurance
• Critical Illness Insurance
• Hospital Indemnity Insurance
• ID Theft Insurance
• Legal Plan Insurance
• Pet Insurance
• Employee Assistance Program (EAP)
• Paid Holidays, Sick and Vacation
• Profit Sharing/401 (k) Plan
• Employee Discounts on Merchandise

We are an Equal Opportunity Employer. We consider applicants for all positions without regard to race, color, creed, religion, sex, national origin, age, disability, marital status, sexual orientation, gender identity, citizenship status, presence of a non-job-related medical condition or handicap, or any other legally protected status. “We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring Ordinance.”