Executive Assistant to the CEO
We are seeking qualified candidates to provide high-level administrative support to the CEO. This position you will be responsible for the following areas: administrative functions, managing calendars, preparing reports, coordinating/managing events/meetings, and managing correspondences.
CVI is proud to be a local family-owned business that is built upon excellent customer service as well as the great people that work there. We welcome applicants that adhere to our core philosophies of patient care and customer service. As part of our work atmosphere and corporate culture we offer things like free office snacks, company sponsored happy hours, company provided lunches, company parties, employee of the quarter award parties and other benefits.
Successful candidates must have a high proficiency in Microsoft Office, Word, Excel and PowerPoint and the Google Suite of products. Strong verbal and written communication skills. You must also have strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. You must also have the ability to plan, organize, execute and monitor sophisticated plans and projects with high degree of professionalism and also demonstrate a proactive approach to problem-solving with strong decision-making capability. You must be a team-player, with the ability to also be extremely effective independently.
RESPONSIBILITIES AND DUTIES
- Process Company Payroll Time-Sheets
- Work on sensitive projects including financial data
- Coordinate with the team on-site and collaborate across departments
- Scheduling and coordinating meetings in a timely manner
- Answering phones and returning calls in a timely manner
- Timely email correspondence
- Manage correspondence and/or inbox, including screening, routing and responding to a large volume of email
- Accurately complete expense reports and reimbursements
- Compile and reconcile all receipts in an organized manner
- Meeting prep; ensure all meeting materials (Agenda, etc.) are ready prior to start time; responsible for ensuring spelling, grammar and layout are proofread and confirmed.
- Responsible for meeting “minutes” and ensuring they are published in a timely manner, as directed.
- Responsible for preparing presentations on PowerPoint / Excel, as directed.
- Coordinate and manage luncheons for client meetings and/or sales summit events.
- Collaborate on special projects as directed.
- Navigate online research projects.
- Prepare and coordinate presentation materials for company and group meetings, as well as meetings with external partners and vendors utilizing advanced powerpoint skills
- Execute confidential assignments that are sensitive in nature
- Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
- Assist with reporting needs across the department
- Willingness to run personal errands for CEO
- Keep office stocked and organized at all times
BENEFITS
- Fun/collaborative culture of engagement, team-oriented corporate environment
- Health, Vision, and Dental Insurance
- Paid Time-off Benefits
- 401K Retirement Savings plan
QUALIFICATIONS AND SKILLS
- Previous experience in a similar role preferred
- Highly proficient in Microsoft
- Strong verbal and written communication skills
- Excellent time management skills
- Adaptable to a fast-paced work environment
- Ability to function independently and in team environment
- Highly organized, detail oriented, Multitasking capabilities and able to work efficiently in a fast pace environment
- Must be polished and flexible
- Strong sense of discretion and the ability to maintain confidentiality
- Must have strong multi-tasking skills and be able to work well under pressure
- Strong problem-solving skills
- Must be accurate and thorough and able to work independently
- Strong proficiency in Word, Excel and other IT skills
- Excellent written and verbal communication skills
- Excellent telephone presence and negotiating skills and ability to manage multi-line telephones
- Comfortable working closely with all levels of management and across all departments
- Strong attention to detail
- Strong positive attitude
- Professional appearance and demeanor
EDUCATION REQUIREMENTS
- Bachelor’s Degree from an accredited 4-year university
Job Type: Full-time
Pay: From $20.00 per hour
COVID-19 considerations:
Full PPE policy in place. All staff issued PPE (facemasks, sanitizer, N95 masks, gloves, etc.). All visitors/staff must be wearing PPE at all times
Ability to Commute/Relocate:
- Mission Viejo, CA (Preferred)
Application Question(s):
- What is a potential start date for you if hired?
Education:
- Bachelor’s (Preferred)
Experience:
- Microsoft Office: 4 years (Preferred)
- Customer Service: 4 years (Preferred)
- Personal assistant experience: 3 years (Preferred)
- executive assistant: 3 years (Preferred)
- administrative: 3 years (Preferred)
- Organizational skills: 3 years (Preferred)
- Multi-line phone systems: 3 years (Preferred)
Language:
- Spanish (Preferred)
Shift Availability:
- Day Shift (Preferred)
Work Location:
- One location
Typical start time:
Typical end time:
Setting:
Ergonomic Workspace:
Administrative Duties:
- Scheduling
- Running errands
- Stocking supplies
- Sorting and sending mail
- Answering and routing phone calls
- Managing social media
- Greeting visitors
Financial Duties:
- Payroll
- Purchasing
Company’s website:
- https://www.crownvalleyimaging.com
Benefit Conditions:
- Waiting period may apply
- Only full-time employees eligible
Work Remotely:
COVID-19 Precaution(s):
- Personal protective equipment provided or required
- Plastic shield at work stations
- Temperature screenings
- Social distancing guidelines in place
- Sanitizing, disinfecting, or cleaning procedures in place
Source: Indeed.com
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