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Executive Administrative Assistant
First American
Santa Ana, CA, United States
Job Details - this job has expired, please see similar jobs below
Provides administrative support to First American Trust’s Chief Operating Officer and management team. Acts as focal point for department and company policy information. Screens calls, schedules appointments, maintains calendars, makes travel arrangements, responds to requests for information on a wide range of topics, and prepares reports. Assignments often involve work of a confidential nature and require knowledge of practices and procedures of the function, company products, policies and programs. Operates general office equipment such as personal computer, typewriter, copier, calculator, fax or other office machines.
Essential Functions
• Performs advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of organization policies and practices.
• Often involved in issues of a confidential and/or sensitive nature.
• Prepares, creates and maintains reports, presentations, etc.
• Composes and may initiate routine correspondence and memoranda
• Tactfully screens telephone calls and visitors, and resolves routine and complex inquiries
• May screen and respond to e-mail inquiries, resolving routine and complex inquiries
• Schedules and maintains calendar of appointments, conference calls, meetings and travel itineraries, coordinates related arrangements, gathers information, and negotiates complex scheduling issues.
• May prepare and distribute meeting notes and action items, tracking completion of tasks for a broad area, reporting complex issues to manager, following up on routine issues.
• Prepares information and tracks status for manager for a wide range of items such as resumes, documenting notes, typing reports, checking customer account status, reviewing files, HR record changes, opening letters, etc.
• Perform research for a wide range of issues and subjects as requested.
• Coordinates departmental/functional administrative activities
• Meeting and event coordination – coordinating schedules and activities with other departments, finding location (on or offsite), making lunch arrangements, gathering materials, recommending and tracking budgets, communicating information/schedule to those attending, etc.
• Office Management duties such as communicating and following up on facilities issues; supply ordering, maintaining and distributing org charts, coordinating candidate/new hire processes.
Knowledge and Skills/Technology Used
• Experience with a wide range of office software
• Strong in Microsoft Suite especially Outlook and Powerpoint
Typical Education
• Requires HS diploma; AA preferred
Typical Range of Experience
• Incumbents generally have over 5 years of executive administrative experience.
First American invests in its employee’s development and well-being, empowers them to provide superior customer service and encourages them to serve the communities where they live and work. First American is committed to diversity and inclusion. We are an equal opportunity employer.