What are the responsibilities and job description for the Executive Assistant position at Visionaire Partners?
Executive Assistant
Immediate opportunity for an Executive Assistant to support a rapidly growing organization.
Responsibilities:
- Provide administrative support to assigned leaders, including tasks outside the office such as arranging meetings, transportation, and errands.
- Respond to requests for information using institutional knowledge, available resources, and contacts to find information that is not readily available. This may require research and collaboration with other resources.
- Maintain, share, and handle highly confidential and sensitive information while enforcing information protection techniques.
- Accountable for special projects, including tracking and managing projects to ensure deadlines are met and submitting check requests in a timely and accurate manner.
- Coordinate off-site conferences and meetings, making travel arrangements as needed, including securing sites, reviewing contracts, and providing recommendations.
- Handle agenda and logistics for meetings, dinners, and other functions, including arranging transportation, lodging, invitations, RSVPs, reservations, food, beverages, and meeting activities.
- Stay up-to-date on technology used for meetings, emails, conference calls, and Teams Meetings to ensure successful events. Partner with local IT or Service Desk to resolve any issues that arise.
- Answer phones, screen calls, take messages, refer callers, manage calendars, and control traffic in the executive suite.
- Deliver outgoing mail to the Reception Desk and pick up daily mail to distribute to executives in the suite. Ensure important outgoing mail is sent promptly and via the appropriate vendor.
- Prepare agendas, handouts, and other materials for meetings, compile PowerPoint presentations from various inputs, compile special reports, letters, memos, and take meeting notes to send out after meetings.
- Track budgets, analyze spends, and prepare reports for awareness. Organize and submit expense reports for executives, ensuring compliance with policy and maintaining budgets.
- Maintain the kitchen area with snacks, beverages, and coffee essentials, including cleaning the area when needed, doing dishes, stocking supplies, ordering food, and restocking the bar area to create a clean and inviting space.
- May provide leadership and direction to other administrative assistants or associates to ensure successful event or project completion.
- Acknowledge feedback positively, demonstrate resiliency, and strive to learn and grow business acumen to improve efficiency and support the team.
- Contribute to a positive, professional, and helpful environment.
About the Role:
This is a 6 month contract-to-hire position located on-site at our Tustin location.
Requirements:
- 5 years of experience as an Executive Assistant supporting C-level executives.
- Proficiency in MS Office (Excel, Word, PowerPoint).
- Exceptional attention to detail.
- Excellent interpersonal skills.
- Ability to work overtime/weekends as needed.
