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Executive Assistant

Ensign Services
San Juan Capistrano, USA
Full-time
Mid Level
Onsite
USD 80000-85000 yearly
Discovered 1 months ago

Full Job Posting

What You’ll Do

  • Strong calendar management skills and ability to prioritize many competing requests with minimal guidance.
  • Coordinate internal and external meetings including scheduling, agendas, briefing materials, logistics, technology, catering and follow-up.
  • Plan detailed travel, including air, hotel, ground transportation and itineraries.
  • Serve as a professional point of contact for employees, affiliated leaders and external partners.
  • Prepare and organize executive correspondence, presentations, reports, meeting materials and other confidential documents.
  • Maintain meeting notes and assist with follow-up items, proactively maintaining momentum and closing communication gaps.
  • Anticipate upcoming needs by monitoring priorities, deadlines, travel, meetings and organizational activities.
  • Partner closely with other Executive Assistants and Service Center teams to coordinate leadership meetings, events, and special projects.
  • Support internal meeting coordination with discretion, accuracy and appropriate follow-through.
  • Manage expense reports, invoices, and other administrative processes in a timely and accurate manner.
  • Support established administrative processes and workflows.
  • Provide occasional support outside regular business hours for travel or scheduling needs.

What You’ll Bring

  • At least 3-5 years of administrative or executive support experience.
  • Strong organizational, scheduling and travel coordination skills.
  • Excellent written and verbal communication skills, including confidence communicating with senior executives and external stakeholders.
  • Strong proficiency in Microsoft Outlook, Word, PowerPoint and Excel, with the ability to learn new technology and systems quickly.
  • Outstanding attention to detail and a consistent record of producing accurate, polished work.
  • Sound judgment and demonstrated ability to handle highly confidential and sensitive information.
  • A proactive, service-oriented mindset with the ability to anticipate needs, take ownership and work independently with minimal supervision.
  • Ability to learn and adapt to the differing priorities, communication styles and working preferences of different leaders.
  • A collaborative approach and demonstrated ability to build strong working relationships with other Executive Assistants and leadership teams.
  • Strong interpersonal skills, emotional maturity and the ability to build trust across a decentralized organization.
  • Composure, flexibility and resourcefulness when priorities shift or unexpected issues arise.
  • Experience planning executive meetings and leadership events.

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