Executive Assistant I at American Career College in Irvine, California

Job Description:

Summary:

• Reporting directly to the Director of Social Responsibility/Executive Office Administrator, assists the departments within the Office of the Shareholder through performing a variety of diversified and confidential secretarial and administrative support duties which require a range of skills and knowledge of organizational policies and procedures while maintaining a confidential environment.


• Prepares meeting agendas, memos, presentations and correspondence; completes a variety of non-routine assignments; coordinates busy and shifting office calendars including scheduling and coordinating meetings and/or conferences, and attends meetings for the purpose of recording, preparing and distributing minutes and reports; processes confidential and sensitive information in support of administrative activities, and serves as the primary liaison for executive and other senior management personnel.

Responsibilities:

• Plan, coordinate and ensure the established Executive's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive's time and office. Manage and maintain executive calendars and meetings and resolve scheduling conflicts.


• Communicate directly and on behalf of the Executive with others on matters related to the Executive's initiatives and objectives.


• Work closely and effectively with the Executive to keep him/her well information of upcoming commitments and responsibilities, following up appropriately.


• Work collaboratively with the other three Executive Assistant's within the office of the shareholder.


• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, correspondence, and other tasks that facilitate the Executive's ability to effectively lead the company.


• Prioritize conflicting needs; handle matters expeditiously, pro-actively, and follows-through on projects to successful completion, often with deadline pressures.


• Produce documents (PowerPoint, Excel, Word, etc.) with a high level of polish suitable for executive level review. 


• Demonstrate ability to take information and concepts and translate them into professional level documents.

Education/Certifications:

• Bachelor's Degree or some college course work in administrative and personnel management preferred.


• Certified Administrative Professional (CAP) designation preferred.

Requirements:

• A minimum of three years' experience performing increasingly complex and highly responsible office and administrative/secretarial support work of which at least two years involved administrative support work in an executive/senior management office for an academic or business office environment preferred.


• Experience supporting multiple executives and interacting with c-level executives and board members.


• Ability to stay calm under pressure and help find solutions when needed.


• Proficiency in Microsoft Office Suite.


• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.


• Willingness to work a flexible schedule.


• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.


• Think critically and actively seek opportunities and propose solutions for both short and long-term objectives.

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