Department

Executive Assistant

Development
Posted: 04/16/2021
Full Time
Los Angeles, CA
You will act as a representative and ambassador for two executives in Development Department. 
In this role, you will be providing high-level support, interacting with clients and colleagues, while maintaining the confidentiality. You will perform all duties of an executive assistant such as organizing a complex calendar, arranging local and international travel, expense report submission and accounting administration. 
You will manage several workstreams and independently solve complex problems. You will have the opportunity to build a strong rapport with internal and external clients. You will manage all communications and a variety of inquiries and requests. You will work in collaboration with other executive assistants and provide backup coverage when needed. You will also actively participate in different initiatives as a team member. 
ESSENTIAL FUNCTIONS:
  • Answer and screen incoming calls, take messages, send electronic messages and/or transfer priority calls to cell or personal phone, tracking and/or logging calls. 
  • Make and/or coordinate travel arrangements including but not limited to; arrangements related to booking commercial flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required.  Coordinating itineraries with others. 
  • Prepare and edit correspondence and communications. 
  • Coordinate meeting set-ups including video conference set-up, ordering food/beverages, preparation of agenda and/or other meeting materials for meetings.
  • Coordinate outgoing mail including but not limited to addressing, metering, and certified or registered mail, overnight delivery and intra-company.
  • Set-up and maintenance of departmental and/or management files according to established criteria related to; contracts, documents, correspondence, agreements, reports, etc.
  • Special projects such as; conducting internet searches, preparing special reports, responding to information requests, preparation of executive materials as required and/or requested.
  • Event planning responsibilities including but not limited to; planning corporate events, booking related travel, 
  • Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, approve, code, and process invoices related to departmental expenses including but not limited to:  setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments.
  • Light personal assistance when needed
  • Responsible for greeting all visitors on behalf of Executives
  • Liaise with internal staff at all levels.
  • EDUCATION/EXPERIENCE REQUIREMENTS:
  • Bachelor’s degree and/or related experience plus a minimum of 3 years’ experience in an executive assistant role.
  • Excellent organizational skills
  • Excellent interpersonal and team skills
  • Adapts quickly to changing priorities; ability to identify conflicts and proactively suggest resolutions
  • Resourceful, detail-oriented and able to solve complex problems independently
  • Excellent judgment and impeccable discretion
  • Proactive; self-starter with an approachable “can do” customer service mindset and a positive attitude
  • Calm, professional and self-confident demeanor
  • Excellent communication skills
  • CIM does not accept unsolicited resumes from Agencies.  Any unsolicited resumes received from Agencies will be considered property of CIM and no fees will be due or paid.  If you wish to become an approved Agency with CIM or any of its Affiliates, please contact a member of the CIM Talent Acquisition Team.