Executive Assistant
Executive Assistant
Function Operations
Country United States
City/Town Manhattan Beach
Employee Type Regular
Job Type Full time
Position Summary Working as part of a flexible team, provide high-level executive and general office support in a demanding, fast-paced professional services environment. The primary goals are to leverage the executives’ time, support the broader team, and successfully serve the clients.
Job Responsibilities As an Executive Assistant, you will use your skills to:
Activities may vary depending on the individuals supported and the existing workload, and support assignments may change at any time. The duties described below make up a typical, but not necessarily complete, list:
Provide high-level executive support for assigned partners and consulting staff:
manage complex calendars with an understanding of business priorities
represent the CEO by welcoming visitors, reviewing correspondence; arranging client dinners and other corporate functions; answering questions and meeting requests directed to the CEO
develop relationships with key individuals in the DV offices to facilitate smooth communication between the CEO and staff
arrange client, case team, and other meetings
anticipate VIP guests and meetings – communicate to the necessary team members and set up meetings and meals accordingly
anticipate and coordinate executives’ point-to-point travel needs
handle and direct inbound phone calls
draft and archive correspondence
conduct research and gather information from public sources across multiple industries; synthesize and package results
prepare and submit partners’ time and expense reports
maintain executives’ files
provide backup support to other executives on a regular basis
support committee and practice area administrative needs
other activities as require
Provide general administrative support:
prepare slides, proposals, and other documents, including proofreading, editing, copying and binding when required
arrange for courier services
provide Receptionist and Office Services Assistant backup as needed
other projects as assigned
Provide limited personal assistance to the CEO pertaining to:
Household
Children
Personal credit cards
General errands
Basic Job Requirements As an Executive Assistant, we are looking for someone with:
Bachelor’s Degree or equivalent highly preferred
Five years’ related experience, with at least two to three years’ experience supporting individuals at the executive level strongly preferred
Must be proficient in Windows 7 and Microsoft Office 2007
Overtime may be required
Must have experience managing complex schedules and complex travel
Key Competencies As an Executive Assistant, you will need:
Meticulous attention to detail and follow-through; perform tasks with high degree of accuracy and efficiency
Excellent organizational and time management skills; ability to meet deadlines
Excellent oral and written communication skills
Ability to work independently, to take initiative and to overcome obstacles
Ability to successfully manage competing priorities, keeping constant sight of the overall objectives
Ability to work effectively with all levels of the organization
High degree of maturity and professionalism at all times
High degree of flexibility in a demanding, fast-paced and frequently changing environment
Strong service orientation in responding to customer needs
Ability to exercise judgment in managing confidential or sensitive information
Demonstrates respect for all individuals at all times
Must be able to perform successfully in a fast-paced, intellectually intense, service-oriented environment and to interpret rules and guidelines flexibly to enhance the business and in keeping with values and culture
Experience working successfully within a complex matrix structured organization is essential
Qualifications
Bachelor’s Degree or equivalent highly preferred
Five years’ related experience, with at least two to three years’ experience supporting individuals at the executive level strongly preferred
Must be proficient in Windows 7 and Microsoft Office 2007
Overtime may be required
Must have experience managing complex schedules and complex travel
Key Competencies As an Executive Assistant, you will need:
Meticulous attention to detail and follow-through; perform tasks with high degree of accuracy and efficiency
Excellent organizational and time management skills; ability to meet deadlines
Excellent oral and written communication skills
Ability to work independently, to take initiative and to overcome obstacles
Ability to successfully manage competing priorities, keeping constant sight of the overall objectives
Ability to work effectively with all levels of the organization
High degree of maturity and professionalism at all times
High degree of flexibility in a demanding, fast-paced and frequently changing environment
Strong service orientation in responding to customer needs
Ability to exercise judgment in managing confidential or sensitive information
Demonstrates respect for all individuals at all times
Must be able to perform successfully in a fast-paced, intellectually intense, service-oriented environment and to interpret rules and guidelines flexibly to enhance the business and in keeping with values and culture
Additional Information
All your information will be kept confidential according to EEO guidelines.