Executive Assistant

Executive Assistant needed for an investment company in Newport Beach.

Direct Hire position paying $80-100k/yr, depending on qualifications plus excellent benefits including Medical, Dental, Vision, 401k, Life Insurance and a Discretionary Bonus Package.

The Executive Assistant will play an integral role in the daily operations of the company and contribute to its overall success. This position will assist our top executives along with back-up support for other senior executives. The Executive Assistant works with the Administrative Support Department that acts as a cohesive team to ensure the office runs smoothly. Our goal is to ensure a happy and productive work culture.

The ideal candidate is a person who enjoys assisting others, has a positive attitude, can work independently, has keen attention to detail, demonstrates reliability, pro-activeness, strong communication, organization, time management techniques, and can work as a team player.

Responsibilities:

• Manage Office and office related communication.
• Assist with Executive’s travel arrangements.
• Assist with Executive expense reporting through Certify.
• Assist in managing email communication.
• Assist in calendar schedules for top company executives using Outlook, Teams and Zoom.
• Schedule and assist in the preparation of meetings and manage action items through completion.
• Produce reports and meeting materials via PowerPoint and other Microsoft programs.
• Act as point of contact between executives and internal or external partners.
• Arrange inter office events, or meetings by arranging facilities and catering, issuing information and invitations, and controlling event budget.
• Assist in answering company phones.
• Maintain conference rooms and conference room schedules.
• Monitor and order parking cards, office supplies & office machines supplies.
• Scheduling delivery services, FedEx, UPS & Eclipse.
• Maintain company contact list.
• Any additional duties needed to support the overall objectives of the company.

Qualifications:

• 10+ years as an Executive Assistant with 5 or more supporting a VP-level or above.
• Strong interpersonal skills and emotional intelligence.
• Advanced to expert Microsoft skills including Word, Excel, Outlook, PowerPoint, Adobe Acrobat Pro.
• Proficiency using conferencing systems including, Outlook, Microsoft Teams and Zoom
• Expert-level written and verbal communication skills.
• Excellent organizational skills, with a strong attention to detail.
• Exceptional ability to independently prioritize and accomplish work within time constraints.
• Strong analytical and problem-solving skills.
• Ability to act with integrity, professionalism, and confidentiality.
• Uphold IHP core values in everyday interactions with internal and external partners.