Havas Edge

Executive Administrative Assistant

US-CA-Carlsbad
1 month ago
ID
2017-1273
# of Openings
1
Category
Marketing

Overview

To provide support for CEO and COO by providing executive level administrative support, receiving clients and visitors, arranging travel and correspondence, and scheduling meetings while making sure executives are prepared for them. May also be responsible for training and supervising lower level clerical staff.

Responsibilities

  • Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
  • Answering and directing calls to appropriate executives and parties, taking messages.
  • Greeting visitors and determining access to appropriate parties.
  • Overseeing administrative policies within an organization and within the office; recommending changes as appropriate.
  • Prepare reports, collect and analyze information; prepare presentations.
  • Develop and utilize historical information; provide retrieval of information. Record meeting discussions and provide minutes.
  • Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
  • Data analysis; Proficient in PowerPoint, Keynote, MS Word, Excel, Outlook. Perform research, provide insights, and keep up to date on key client developments in public filings or in the press.
  • Coordinate expense reports, assist with budget preparation.
  • Meet with internal groups or individuals on behalf of executives.
  • Provide clerical and general office support to other offices. Delegate tasks and responsibilities to other staff members when appropriate.
  • Prepare and develop a records management system; maintain and recommend changes to records system when appropriate.
  • Interact with clients when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to executives when they cannot be resolved for attention.
  • Evaluate policies to ensure they are in compliance with corporate rules and mission.
  • Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans
  • Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
  • Improves quality results by studying, evaluating, and re-designing processes; implementing changes.
  • Enhances executive's and corporation's reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.

 

 

Qualifications

Qualifications

  • S. in Management or related field
  • 5+ years administrative support or executive assistance
  • Problem solving ability
  • Advanced MS Office experience

 

Preferred Qualifications

  • Experience in accounting, payroll, or finance preferred
  • 1 year experience in human resources
  • Supervisory experience

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