Executive Assistant

Job Summary

We are seeking a dynamic and highly organized Executive Assistant to join our team! In this vital role, you will provide comprehensive administrative support to senior leadership, ensuring smooth daily operations and effective communication across departments. Your proactive approach, exceptional organizational skills, and technical proficiency will help drive productivity and foster a positive work environment. This position offers an exciting opportunity to be at the heart of our organization’s success, supporting executive functions with energy and professionalism.

Duties

• Manage complex calendars, schedule appointments, and coordinate meetings to optimize executives’ time and commitments
• Prepare, review, and distribute correspondence, reports, and presentations using Microsoft Office Suite and productivity software
• Handle incoming calls via multi-line phone systems with professionalism, demonstrating excellent phone etiquette and customer service skills
• Organize and maintain filing systems, both digital and physical, ensuring easy retrieval of documents and data entry accuracy
• Assist with office management tasks such as supply ordering, equipment maintenance, and coordinating office logistics
• Support client communication efforts by drafting emails, responding to inquiries, and providing exceptional customer support
• Facilitate travel arrangements including booking flights, accommodations, and preparing itineraries for executives
• Perform clerical duties such as data entry, document processing, and managing spreadsheets for various projects

Requirements

• Proven experience as an Executive Assistant or in a similar administrative role with office management responsibilities
• Strong computer literacy with proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with productivity software
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment
• Demonstrated experience with calendar management and scheduling for busy executives
• Exceptional communication skills in both verbal and written forms; bilingual ability is a plus
• Technical proficiency in using multi-line phone systems, data entry tools, and filing systems
• Previous experience in customer service or front desk roles that require professional phone etiquette
• Ability to handle sensitive information discreetly while maintaining high levels of confidentiality
• Strong typing skills with attention to detail for accurate data entry and document preparation
• Office experience that includes clerical tasks such as filing, document processing, and general administrative support

Join us as an Executive Assistant where your energy meets organization! Bring your expertise in office management and communication to help us achieve our goals while enjoying a collaborative environment that values your contributions. Your dedication will empower our leadership team to excel every day!

Pay: $25.00 - $35.00 per hour

Expected hours: 12.0 – 40.0 per week

Benefits:

• Flexible schedule
• Professional development assistance

Work Location: Hybrid remote in Claremont, CA 91711