What are we looking for in our Executive Assistant (Project Coordinator)?
Our client, a top tech company is seeking an
Executive Admin II.
Apply today for consideration!
Title: Executive Admin II
Location: Culver City, CA
Pay rate: $35.00 - $44.00 /hour DOE
Duration: 10+ Months (Possibility of extension)
Summary
Client is a place where extraordinary people come to do their best work. We are looking for an Executive Assistant and Project Coordinator to be a trusted resource for the Business Operations team within Client Services. This person will work in a range of capacities within two primary functions: supporting the Director of Business Operations with administrative functions (calendar management, travel booking, expense reports and other admin), and serving as a project coordinator to the Head of Employee Engagement. This is a dynamic position in a fast-paced environment that requires anticipating needs, thinking critically, and offering solutions with the highest level of integrity and professionalism. This person will be exposed to senior-level executives, and privy to confidential information, so discretion is key. The ideal candidate will be a collaborative team-member who is well-organized, proactive, a multitasker, and who displays exceptional judgement.
Description
The person will wear two hats: The primary responsibilities of the role will be to: (1) provide full administrative support to the team’s Director, including calendar management, travel, expense reports, and general administrative tasks that arise from time to time; and (2) support efforts to enhance the employee experience and develop Org culture. For this second element, this person will support the Head of Employee Engagement to help plan and execute events, build detailed project timelines, create keynote presentations, ensure projects stay on track, and maintain org documents and trackers as sources of truth.
This ideal candidate should be able to multi-task, gate-keep, prioritize incoming requests, work with initiative and independently, and be prepared to assist with special projects and meet unanticipated demands. This person will need to exhibit the utmost professionalism and a high EQ as they will be communicating regularly with both internal and external contacts ranging from the entry level to the most senior. This role will be exposed to highly confidential and sensitive information and therefore demands the highest level of discretion at all times.
Key Qualifications
- Expertise in working with other administrative assistants in scheduling complex meetings
- Exemplifies a can-do attitude, is adaptable, a team player, highly motivated and can stay calm under pressure
- Superior interpersonal, verbal and written communication abilities
- Exceptional listening skills and the capacity to transform what employees are saying into ideas for improving the employee experience
- Ability to communicate effectively with senior executives and their assistants
- Motivated, flexible self starter
- Proactive problem solving abilities to deal with challenging deadlines and priorities
- Comfort with ambiguity; able to react effectively to unanticipated change
- Discretion in handling confidential materials and issues
- Excels under pressure while maintaining a calm demeanor
- Works well independently and within a team
Description
- Manage daily calendars showing flexibility and problem solving abilities, adjust and prioritize schedules due to last minute changes and conflicting meetings, coordinate with executive schedules and meeting room availability
- Support the elevation of the employee experience, helping to keep projects on track
- Plan excellent events, including catering and food coordination, venue identification and bookings, and making certain the event itself meets the intended goals for that event
- Ensure key meetings — with both internal leadership/teams across the company and with external business partners — go off without a hitch
- Make it a point of pride to know who to go to within Client for any need that may arise
- Process expense reports and POs
Requirements
- Minimum of 3 years experience supporting senior executives or cross-functional teams
- BA or BS preferred
- Strong verbal and written communication ability
Preferred Qualifications
- Minimum of 3 years experience supporting senior executives or cross-functional teams
- 3+ years relevant experience coordinating engagement programs and/or Org events
- BA or BS preferred
- Strong verbal and written communication ability
Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.
Rate/Salary: Pay rate: $35.00 - $44.00 /hour DOE
