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Executive Assistant Job in Los Angeles, VT
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Los Angeles, VT
Full-time | Management - Executive
About the job
Job Summary
The Executive Assistant (EA), will support the CEO, CFO, and GC/HR by serving as the primary point of contact for internal and external inquiries on all matters related to these individuals. The ideal EA can exercise sound judgment, be extremely diplomatic and have a good sense of discretion in supporting our leaders. The EA must be able to understand and anticipate intrinsic needs of their Senior Leaders through being an independent and proactive thinker. While the EA will be expected to work independently, they will also be required to partner with other Executive Assistants across the organization. The ability to manage both projects as well as relationships internally and externally to the organization is key in this role.
Essential Responsibilities
Calendar Management:
! Manage an extremely active and ever-changing calendar of appointments
! Coordinate appointments, conference room booking, meeting logistics, and material preparation to support meetings and projects
Business Travel:
! Arrange complex and detailed travel plans, itineraries and agendas
! Manage all domestic and international travel schedules including but not limited to: all logistical details, legal travel issues, e.g. visas, insurance, and coordinating with internal and external resources to finalize arrangements and itineraries
! Maintain travel schedules and remain proactive with any scheduling changes and communications while traveling
Correspondence & Communication:
! Serve as a liaison for smooth communication between the Executives and internal departments by demonstrating leadership, trust and credibility
! Assist in composing follow up of emails and calls to ensure the Executives needs are up-to-date
! Develop, enhance, edit, and maintain a wide range of documents, including contacts, meeting notes, reports, charts, agreements, correspondence, and presentations with 100% accuracy
! Complete and maintain expense reports
! Conduct oneself in a professional manner especially on phone and via e-mail correspondence
! Engage in a culturally sensitive way with global partners
Administration:
! Troubleshoot questions from various sources
! Assist with planning events, gift buying, etc.
! Additional duties may be assigned as needed
Requirements and Qualifications:
! Demonstrated ability to properly handle and maintain confidential information
! Strong written and verbal communication skills
! Exceptional organizational skills
! Outstanding attention to detail, organizational skills, and customer service
! Ability to calmly and professionally manage multiple and ever-changing demands, details, and deadlines
! Approachable personality and the ability to demonstrate strong interpersonal skills at all levels of the organization as well as external networks
! Demonstrate emotional maturity and intelligence through ability to react with situational appropriateness
! Highly resourceful team player, with the ability to be highly effective independently
! Comfortable working in a fast-paced environment
! Embody a "can-do" attitude, sense of humor, and team player
! Comfortable working closely with dynamic Senior Executives
! Mastery in MS Office products: Word, Excel, Power Point, Visio, Outlook, One Drive, SharePoint, and Google applications (a plus). MAC proficient as well as IPHONE and IPAD
Education and Experience:
! Bachelors Degree Preferred
! Minimum of 8-10 years of broad based and progressive Executive Assistant experience
EEO Statement:
TOMS is an equal opportunity employer and will consider applicants with criminal histories in a manner consistent with the requirements of the ordinance.
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The Executive Assistant (EA), will support the CEO, CFO, and GC/HR by serving as the primary point of contact for internal and external inquiries on all matters related to these individuals. The ideal EA can exercise sound judgment, be extremely diplomatic and have a good sense of discretion in supporting our leaders. The EA must be able to understand and anticipate intrinsic needs of their Senior Leaders through being an independent and proactive thinker. While the EA will be expected to work independently, they will also be required to partner with other Executive Assistants across the organization. The ability to manage both projects as well as relationships internally and externally to the organization is key in this role.
Essential Responsibilities
Calendar Management:
! Manage an extremely active and ever-changing calendar of appointments
! Coordinate appointments, conference room booking, meeting logistics, and material preparation to support meetings and projects
Business Travel:
! Arrange complex and detailed travel plans, itineraries and agendas
! Manage all domestic and international travel schedules including but not limited to: all logistical details, legal travel issues, e.g. visas, insurance, and coordinating with internal and external resources to finalize arrangements and itineraries
! Maintain travel schedules and remain proactive with any scheduling changes and communications while traveling
Correspondence & Communication:
! Serve as a liaison for smooth communication between the Executives and internal departments by demonstrating leadership, trust and credibility
! Assist in composing follow up of emails and calls to ensure the Executives needs are up-to-date
! Develop, enhance, edit, and maintain a wide range of documents, including contacts, meeting notes, reports, charts, agreements, correspondence, and presentations with 100% accuracy
! Complete and maintain expense reports
! Conduct oneself in a professional manner especially on phone and via e-mail correspondence
! Engage in a culturally sensitive way with global partners
Administration:
! Troubleshoot questions from various sources
! Assist with planning events, gift buying, etc.
! Additional duties may be assigned as needed
Requirements and Qualifications:
! Demonstrated ability to properly handle and maintain confidential information
! Strong written and verbal communication skills
! Exceptional organizational skills
! Outstanding attention to detail, organizational skills, and customer service
! Ability to calmly and professionally manage multiple and ever-changing demands, details, and deadlines
! Approachable personality and the ability to demonstrate strong interpersonal skills at all levels of the organization as well as external networks
! Demonstrate emotional maturity and intelligence through ability to react with situational appropriateness
! Highly resourceful team player, with the ability to be highly effective independently
! Comfortable working in a fast-paced environment
! Embody a "can-do" attitude, sense of humor, and team player
! Comfortable working closely with dynamic Senior Executives
! Mastery in MS Office products: Word, Excel, Power Point, Visio, Outlook, One Drive, SharePoint, and Google applications (a plus). MAC proficient as well as IPHONE and IPAD
Education and Experience:
! Bachelors Degree Preferred
! Minimum of 8-10 years of broad based and progressive Executive Assistant experience
EEO Statement:
TOMS is an equal opportunity employer and will consider applicants with criminal histories in a manner consistent with the requirements of the ordinance.
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Apply Now