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Executive Assistant
Experian
Costa Mesa, CA, United States
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Description
Who are we? Experian unlocks the power of data to create opportunities for consumers, businesses and society. At life’s big moments – from buying a home or car, to sending a child to college, to growing a business exponentially by connecting it with new customers – we empower consumers and our clients to manage their data with confidence so they can maximize every opportunity.
We gather, analyze and process data in ways others can’t. We help individuals take financial control and access financial services, businesses make smarter decision and thrive, lenders lend more responsibly, and organizations prevent identity fraud and crime.
We are seeking an experience and dynamic Executive Assistant to provide executive level administrative assistance to our Senior Leadership of Shared Marketing and Public Affairs groups. The Executive Assistant will also work closely with all other executive management support staff. This position reports to the SVP, Shared Marketing and Corporate Responsibility.
The Executive Administrative Assistant support responsibilities include, but are not limited to, the following:
• Deliver effective communication and establish professional relationships with staff, external vendors, and customers.
• Responsible for the planning and coordination of meetings involving staff, in-person or telephonic, including preparing and organizing all arrangements relating to the meeting location, materials, meals and conference call lines as needed. Create itinerary and document detail in Outlook.
• Effectively utilize travel and meeting policies and procedures to complete all aspects of travel (flights and transportation and hotel accommodations), both domestic and international, meeting arrangements.
• Receive and manage incoming telephone calls/emails and requests in a timely matter. Will require the ability to resolve any routine to moderately complex inquiries and knowledge of when to escalate to the attention of the Executive.
• Organize and prepare Presentations as needed
• Coordinate meetings for the various Product Development teams which includes ordering necessary supplies, video conference equipment set up for offsite attendees, consolidating PowerPoint presentation, scheduling of presenters and necessary refreshments.
• Take meeting minutes and assist in tracking action items from meetings when requested.
• Process expense report(s)
• Manage and submit purchase orders for the department.
• Maintain distributions lists and organization chart(s).
• Format and edit letters, reports and presentations and all other correspondence from draft state to final draft.
• Order office supplies including business cards for executive(s) as needed.
• Assist with department new hire set up: equipment ordering, office supplies, profile set up, onboarding meetings (travel profile, expense reports, Oracle set-up, education express, Amex card and mobile phone if required).
• Other duties as needed.
Qualified candidates for the Executive Administrative Assistant will meet the minimum requirements as listed below:
• 10+ years of executive-level administrative support experience required. Bachelor's Degree preferred, but not required.
• Must show a history of being a self-starter in identifying ways to make an executive’s day more manageable, while maintaining positive relationships with other executive assistants and company staff.
• Ability to set priorities based upon criticality and importance within the department and as part of the company’s overall directive.
• Advanced level experience with MS Office, especially Outlook, Word, Excel and PowerPoint and managing busy executive schedule(s).
• Effective written and verbal communication skills needed to work effectively across departments and external partners/vendors and customers.
• Extreme organizational and efficiency skills are critical; there will be urgent items to manage such as travel and scheduling changes.
• Hours for the role are ideally 8:00am-5:00pm but there is some flexibility *Being flexible to meet the day to day needs is very important. Some OT is required.
• Exceptional organization and prioritization skills.