Administrative Assistant

Ho' Brah A Taco Joint ·Santa Monica, CAClosing in
$40 - $40 Hourly
Term:Full timePart timeWork:Remote
Type:Employee
The Administrative Executive Specialist provides high-level administrative support to the executive team. This role involves managing schedules, coordinating meetings, handling communications, and performing various tasks to ensure the efficient functioning of the executive office.

Key Responsibilities:

  1. Executive Support:

    • Manage and maintain executive schedules, including appointments, meetings, and travel arrangements.
    • Prepare and edit correspondence, communications, presentations, and other documents.
    • Handle incoming and outgoing communications on behalf of executives.
  2. Office Management:

    • Organize and coordinate office operations and procedures.
    • Ensure the executive office is well-maintained and equipped with necessary supplies.
    • Manage office budgets and handle expense reports.
  3. Meeting Coordination:

    • Schedule and coordinate meetings, conferences, and events.
    • Prepare meeting agendas, take minutes, and follow up on action items.
    • Arrange catering, transportation, and accommodation for meetings and events as required.
  4. Project Management:

    • Assist in the planning and execution of special projects and initiatives.
    • Track project progress and provide regular updates to executives.
    • Conduct research and gather information to support project objectives.
  5. Communication:

    • Serve as a liaison between executives and internal/external stakeholders.
    • Draft and distribute communications on behalf of executives.
    • Maintain confidentiality and handle sensitive information with discretion.
  6. Documentation and Record Keeping:

    • Maintain and organize executive files, records, and documentation.
    • Ensure accurate and timely documentation of executive decisions and actions.
    • Implement and maintain effective filing systems.
  7. Administrative Support:

    • Perform general administrative tasks, including answering phones, greeting visitors, and managing correspondence.
    • Handle various administrative requests and queries from senior managers.
    • Assist with the preparation of reports, presentations, and data analysis.
Qualifications:

  • Bachelor's degree in Business Administration, Office Management, or a related field.
  • Proven experience as an administrative assistant, executive assistant, or in a similar role.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Strong organizational and time management skills.
  • Excellent verbal and written communication skills.
  • Ability to work independently and as part of a team.
  • High level of discretion and confidentiality.
  • Strong attention to detail and problem-solving skills.
Preferred Qualifications:

  • Experience in project management and coordination.
  • Familiarity with office management software and tools.
  • Knowledge of basic accounting and financial principles.
  • Ability to adapt to a fast-paced work environment and handle multiple priorities.
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