How we LEAD:
We are currently seeking a dynamic Administrative Assistant to provide day-to-day administrative support to the Global Communications Team. This position plays a crucial role in ensuring the smooth operation of daily activities, overseeing multiple calendars and submissions & deadlines, while assisting in managing communication, and coordinating tasks that contribute to the efficiency of the team. The ideal candidate has superior attention to detail, great organizational skills, and the ability to meet tight deadlines and juggle multiple priorities. A high level of integrity and discretion in handling confidential information and professionalism in dealing with key partners inside and outside the company is important. This role is based in our Santa Monica, CA office and reports into the Manager of Strategic Initiatives & Office of CAO.
How you’ll CREATE:
Provide high-quality administrative support to multiple executives in a fast-paced environment.
Calendar Management: Assist with scheduling, coordinating, and updating multiple calendars.
Meeting Coordination: Organize meetings, prepare agendas, and ensure that materials are ready in advance. Take meeting minutes when required and follow up on action items.
Document Management: Prepare, proofread, and edit documents, presentations, and reports. Ensure all records are properly maintained and confidential information is securely handled.
Expense Reporting: Track, reconcile and submit T&E related expenses.
Travel Arrangements: Assist in booking travel, accommodations, and transportation for multiple executives, including handling itineraries and travel-related documents.
Project Support: Assist with special projects, research, and event planning.
Bring your VIBE:
Proven experience in an administrative assistant role, preferably supporting senior executives, with a minimum 2 years of experience as an administrative assistant.
High attention to detail, excellent follow ‐ through, problem ‐ solving and organizational skills.
Excellent verbal and written communication skills.
Demonstrated ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
High level of discretion and confidentiality.
Knowledge of travel management and expense reporting tools.
Proficiency in Outlook and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
This role requires regular in-office attendance and occasional nights/weekends to provide direct support to the executive’s office.
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