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Executive Assistant
GUESS
Los Angeles, CA, United States
Job Details - this job has expired, please see similar jobs below
Job Description
POSITION TITLE: Executive Assistant
POSITION PURPOSE:
To aide in and improve upon the organization and performance of the Chief Operating Officer.
ESSENTIAL FUNCTIONS:
Serve as the President's key administrator, translating requests and indirect requirements into achievable goals, and managing the process through which these objectives are met in a timely manner and with high performance standards
a) Handle confidential developments, resolve potential conflicts
b) Evaluate problematic situations and use independent discretion in trying to resolve them based on the presidents standards
c) Sustain effective management and composure during times of chaos
d) Manage a broad range of relationships
e) Research issues, gather data, and develop materials for internal and external meetings, or for other purposes as needed
f) Handle planning logistics for domestic and international travel: provide detailed itineraries and agendas
g) Ensure accuracy in critical details of correspondence, travel arrangements, meetings, agendas, participants confirmation, calendar coordination and cross checking facts
Perform essential administrative duties to ensure that the office runs smoothly and efficiently
a) Design and implement office systems and procedures, incorporating successful current practices and creating new procedures as needed to ensure a smooth well managed workflow. This process should include automated steps for troubleshooting, follow-up, draft/respond to correspondence, inquiries and invitations
b) Review incoming mail and e-mail, take responsibility for follow-up, draft/respond to correspondence, inquiries and invitations
c) Monitor Presidents calendar. Arrange appointments and meetings with responsibility for coordinating accompanying materials
d) Manage record-keeping, filing and other ongoing activities necessary for the quick retrieval of essential information.
Project Management
a) Aide in organizing and managing offsite conferences and meetings (develop agenda with Senior Executives, resolve logistical issues, select meeting site, arrange for support facilities, coordinate travel for all participants, and set up special features such as audio/visual coverage).
b) Facilitate the successful implementation of projects initiated by the President and senior executives. Coordinate with all participants, from senior executives to support staff. Monitor all phases to ensure appropriate follow through and attention to detail. Anticipate potential problems, plan for contingencies. Provide clear, accurate status information to appropriate parties
EDUCATION: Associate Degree
YEARS OF EXPERIENCE: 4-6 Years