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Anumeha Bardaiyar

ameha@3ipeople.com


Job ID :J16774

Location : Irvine, CA

Duration :5 months.

Interview Type :Face-to-Face

Legal Status :

Job Type :Contract to Hire

Background Checks :County Criminal History, Drug Test, Education Verification, Motor Vehicle Report

No Of Openings :1

No Of Hours per week :N/A

Sorry, Job Status has been changed to Closed

Executive Assistant

Open

Annual Salary

< 3 Years

Experience

Irvine, CA

Location

Job Description

We have a position for a Executive Assistant with one of our clients in Irvine, CA for an initial contract duration of 5 months. No third party candidates considered for this position.

  • The Executive Assistant provides administrative support for the GM, Client as well as one or more Executive Team members within Kelley Blue Book.
  • The position involves managing a wide variety of complex and confidential administrative functions to optimize productivity and effectiveness of all members of the department.
  • This includes providing general administrative support, project management, and campus event & communication support.
  • Performs confidential administrative functions including preparation, routing, & development of executive-level communications & other correspondence, creation of presentations and collateral materials, etc.
  • Maintains organizational chart for Kelley Blue Book departments and functions.
  • Prepares various department reports and spreadsheets, utilizing advanced software such as PeopleSoft, MS Word, Excel, PowerPoint, and Visio.
  • Prepares high-profile presentation decks under short time constraints.  
  • Ensures appropriate routing of communications through the department, with emphasis on ensuring that necessary parties are involved/informed and appropriate priority levels are established
  • Manages executive(s) calendar closely with authority to determine and prioritize schedule.  Schedules all meetings, appointments, and engagements and acts as liaison with 3rd party contacts and vendors.
  • Anticipates needs of the VP by meeting with him/her regularly to review upcoming meetings/commitments, prioritize activities & preparations, provide background information in advance of discussion, etc.  Reviews calendar holistically to ensure that all commitments are met (i.e. company, board/committee, project, etc.)
  • Assists the VP in the management of his/her schedule by answering telephone, taking messages, and fielding all routine and non-routine questions.  Routes calls where appropriate to ensure timely resolutions at the appropriate level.  
  • Develops and maintains filing and organizational system(s) for office of VP.
  • Organizes departmental events and functions, such as programs, off-site meetings, holiday gatherings, etc. by arranging facilities and caterers, issuing information or invitations, coordinating speakers/guests, and maintaining event budget.
  • Support the Life Coordinator in the planning & execution of employee programs and communications for the Irvine campus, such as community relations events, All Hands Meetings, end of year celebration, Halloween and other culture events
  • Assists executive(s) with expense reporting and reviews/reconciles/expedites expense reports for direct reports to VP.  Assists with contract and invoice approval for department.
  • Arranges complex and detailed travel plans and itineraries and compiles documents for travel-related meetings.
  • Provides impeccable customer service to employees, customers, and visitors.  
  • Attends senior-level departmental meetings and maintains action items to ensure deliverables are met in required timeframe.  Seeks input on agenda & publishes prior to each meeting.
  • Maintains regular communications with other executive and administrative assistants (both in and outside department) to ensure proper coordination of activities, meetings, communications, etc.
  • Works independently or within a team on special and nonrecurring and ongoing projects.  Acts as a project manager when needed, which may include planning and coordinating multiple presentations, disseminating information, organizing events, etc.
  • Maintains Outlook distribution lists for department.
  • Maintains confidentiality of all corporate, research, and employee/personnel matters.

Preferred Skills

AMP, AMP, AMP, AMP

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