What are the responsibilities and job description for the Executive Assistant position at XO Staffing Agency?
Our agency is currently assisting a local client in their search to fill an Executive Assistant job in Irvine, CA. Architectural firm experience a huge plus!
As an Executive Assistant, you will be responsible for performing executive assistant duties for the Managing Director. The position supports the local office through specific facility and operational support and the Managing Director in the execution, implementation and completion of business and company initiatives. Candidates with experience working in the Architecture, Construction and Engineering industries are highly preferred.
Apply Now if you meet the qualifications listed below!
Responsibilities for this Executive Assistant job include:
ESSENTIAL JOB FUNCTIONS
- Coordinate and manage the Managing Director’s calendar, meetings and scheduling needs
- Greet guests, answer telephone calls and manage a system for back-up coverage if unavailable
- Respond and follow-up with clients, vendors and business partners as needed on behalf of the Managing Director and office
- Maintain and promote positive and professional relationships with internal staff, clients, vendors and industry partners when communicating to achieve firm wide goals
- Communicate effectively with clients and business partners via phone and email
- Assist the Managing Director in the implementation and execution of the business development plan by the collection of client information for immediate data entry into CRM system
- Administrative duties include but are not limited to: general office clean up and morning prep of beverages and snacks, emptying dishwasher, communicating with building management, conference room coordination and directing phone calls to appropriate individuals.
- Identify specific facility and operational support needed in the office and provide notification through designated communication workflow regarding the upkeep of the office, need for office repairs and request for office supplies
- Prepare or request research as required for the development, implementation and execution of firm initiative
- Communicate with Marketing to schedule networking and business development events for the Managing Director
REQUIREMENTS
- High level of organization and attention to detail
- Must be proficient in MS Office Suite
- Multi-tasking ability and good judgment
- Ability to prioritize and manage tasks against deadlines and other metrics
- Self-starter, motivated, takes initiative, has strong work ethic
- Customer service skills with internal and external customers
- Confidentiality as a top priority
- Ability to adhere to firm wide processes
Offering a competitive base salary along with excellent benefits and more.