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Executive Assistant

SANTA MONICA-90401, CA, US
10/01/2019

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Required Skills

Microsoft Office Suite

Company

Infinity Consulting Solutions, Inc

Experience

3 to 5 Year(s)

Job Description

Our client is seeking an exceptional Executive Assistant to support their Managing Director.

The successful candidate will have extensive experience with administrative duties, strong communication and interpersonal skills, as well as excellent organizational abilities.

Specific Responsibilities Include:

Manage clerical, administrative, organizational, and related matters including coordinating calls and meetings, maintaining office organization, arranging travel and entertainment, and processing invoices and expense reports

Proactively organize materials for calls, meetings, and travel, providing participant profiles for MD

Manage MD calendar, including meeting/call preparation, ensure necessary participants have been invited and have accepted, prepare agenda in advance, arrange meeting facilities, coordinate with other
participants and/or information presenters, as well as act as recording secretary and prepare action minutes if applicable

Assist with internal/external meetings and conference presentation preparation by coordinating media/materials

Manage all travel arrangements: prepare itinerary/trip file; apprise other staff as necessary; coordinate hotels/meetings/meals; complete expense reports

Compose correspondence and other documents upon request

Tech savvy with Microsoft Outlook, Excel, and Visio org charts

Able to respond to emails and requests of MD to ensure appropriate and timely communication to internal/external parties

Perform other related duties as needed

Skills & Experience Required:

Bachelor's degree

Minimum three years related Executive Administrative Assistant experience in a financial services environment

Ability to multi-task and work in a fast-paced environment

Advanced computer skills to include, but not limited to Microsoft Office Suite; Outlook and Excel proficiency is a requirement

Exceptional time management skills and ability to adhere to the fluid and flexible nature of the calendar

Constant and active time management of professional's daily meetings and calls

Excellent interpersonal, organizational, communication and problem-solving skills

High level of attention to detail and accuracy and exceptional ability to multi-task

Organized, detail oriented and extremely thorough while having the confidence and communication skills to ensure work processes are completed accurately and appropriately

Must be hands-on and be willing to roll up their sleeves to perform any and all responsibilities needed to ensure success

Ability to succeed in a fast-paced and entrepreneurial environment