Executive Assistant

Executive Assistant

Function Operations

Country United States

City/Town Manhattan Beach

Employee Type Regular

Job Type Full time

Position Summary Working as part of a flexible team, provide high-level executive and general office support in a demanding, fast-paced professional services environment. The primary goals are to leverage the executives’ time, support the broader team, and successfully serve the clients.

Job Responsibilities As an Executive Assistant, you will use your skills to:

Activities may vary depending on the individuals supported and the existing workload, and support assignments may change at any time. The duties described below make up a typical, but not necessarily complete, list:

Provide high-level executive support for assigned partners and consulting staff:

manage complex calendars with an understanding of business priorities

represent the CEO by welcoming visitors, reviewing correspondence; arranging client dinners and other corporate functions; answering questions and meeting requests directed to the CEO

develop relationships with key individuals in the DV offices to facilitate smooth communication between the CEO and staff

arrange client, case team, and other meetings

anticipate VIP guests and meetings – communicate to the necessary team members and set up meetings and meals accordingly

anticipate and coordinate executives’ point-to-point travel needs

handle and direct inbound phone calls

draft and archive correspondence

conduct research and gather information from public sources across multiple industries; synthesize and package results

prepare and submit partners’ time and expense reports

maintain executives’ files

provide backup support to other executives on a regular basis

support committee and practice area administrative needs

other activities as require

Provide general administrative support:

prepare slides, proposals, and other documents, including proofreading, editing, copying and binding when required

arrange for courier services

provide Receptionist and Office Services Assistant backup as needed

other projects as assigned

Provide limited personal assistance to the CEO pertaining to:

Household

Children

Personal credit cards

General errands

Basic Job Requirements As an Executive Assistant, we are looking for someone with:

Bachelor’s Degree or equivalent highly preferred

Five years’ related experience, with at least two to three years’ experience supporting individuals at the executive level strongly preferred

Must be proficient in Windows 7 and Microsoft Office 2007

Overtime may be required

Must have experience managing complex schedules and complex travel

Key Competencies As an Executive Assistant, you will need:

Meticulous attention to detail and follow-through; perform tasks with high degree of accuracy and efficiency

Excellent organizational and time management skills; ability to meet deadlines

Excellent oral and written communication skills

Ability to work independently, to take initiative and to overcome obstacles

Ability to successfully manage competing priorities, keeping constant sight of the overall objectives

Ability to work effectively with all levels of the organization

High degree of maturity and professionalism at all times

High degree of flexibility in a demanding, fast-paced and frequently changing environment

Strong service orientation in responding to customer needs

Ability to exercise judgment in managing confidential or sensitive information

Demonstrates respect for all individuals at all times

Must be able to perform successfully in a fast-paced, intellectually intense, service-oriented environment and to interpret rules and guidelines flexibly to enhance the business and in keeping with values and culture

Experience working successfully within a complex matrix structured organization is essential

Bachelor’s Degree or equivalent highly preferred

Five years’ related experience, with at least two to three years’ experience supporting individuals at the executive level strongly preferred

Must be proficient in Windows 7 and Microsoft Office 2007

Overtime may be required

Must have experience managing complex schedules and complex travel

Key Competencies As an Executive Assistant, you will need:

Meticulous attention to detail and follow-through; perform tasks with high degree of accuracy and efficiency

Excellent organizational and time management skills; ability to meet deadlines

Excellent oral and written communication skills

Ability to work independently, to take initiative and to overcome obstacles

Ability to successfully manage competing priorities, keeping constant sight of the overall objectives

Ability to work effectively with all levels of the organization

High degree of maturity and professionalism at all times

High degree of flexibility in a demanding, fast-paced and frequently changing environment

Strong service orientation in responding to customer needs

Ability to exercise judgment in managing confidential or sensitive information

Demonstrates respect for all individuals at all times

Must be able to perform successfully in a fast-paced, intellectually intense, service-oriented environment and to interpret rules and guidelines flexibly to enhance the business and in keeping with values and culture

All your information will be kept confidential according to EEO guidelines.