Job Description

Executive Assistant

Top skills: Organized, Understands prioritization, bilingual (english/korean), detail-oriented

Schedule: In-office Monday-Thursday, Friday optional to work from home

Summary:

The main function of an executive administrative assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical executive administrative assistant acts as an information and communication manager for an executive and their teams.

Job Responsibilities:

• Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.

• Review and approve invoices, reports, memos, letters, financial statements, and other documents.

• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

• Prepare agendas and make arrangements for committee, board and other meetings.

• Make arrangements for travel, planning meetings, etc.

• Submission of travel and other expense sheets for the supported leaders as well other administrative submissions needed like IT requests

• Respond to requests that come in for items like periodic organizational chart updates, seating charts, etc,

• Manage an extremely active calendar of appointments; ensure that the executives stay on track during their day; prioritize meeting requests and handle conflicts or scheduling changes proactively

• Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access if needed

• Triage and do basic troubleshooting for hardware. Software and phone issues. office supply management, and other general office management functions

• Liaison with customer and internal exec level

• Develop and maintain cross divisional relationships with other admin assistants

• Handle adhoc admin duties as they arise

Skills:

• Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.

• Expert ability to work independently and manage ones time.

• Expert ability to keep information organized and confidential.

• Expert ability in event planning, budgeting, etc.

• Build relationships across teams, offering help and welcoming ideas from others to drive work forward in an inclusive manner

• Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

• (OPTIONAL) Bilingual in Korean and English

Education/Experience:

• 2 year degree or equivalent work experience

• 8-10 years’ experience required.

• Experience working with executives mandatory

KEY RESPONSIBILITES/REQUIREMENTS:

• Microsoft Office skill set (Presentation, Excel etc.)

• Bilingual (English/Korean) in reading, writing and speaking

• Coordination of schedules, office set up, maintaining office equipment, space planning, etc.

• Develop and maintain excellent working relationships with all appropriate levels within and outside the company.

• Plan, organize, and prioritize multiple assignments and projects.

• Demonstrated competency in both oral and written modes for internal and external personnel at all levels.

• Work independently and in a team environment in order to achieve personal and team goals and complete assignments within established time frames.

• Ability to work across on divisions and business areas to find solutions to problems

• Assist in events planning, including scheduling, catering, set up and break down.

• Place inventory requests for devices as needed

• Assist in ordering and tracking new hire equipment to ensure timely receipt

• Assists executive admin with various tracking spreadsheets, databases, and/or other office software records for the unit (Executives' weekly schedule, organization charts, wins reports, and presentations)

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