Executive Assistant - OfficeTeam - Coachella, CA

JOB SCOPE

Organize and maintain calendar(s) for assigned Firm staff

Perform diverse administrative support and follow-through in client-, practice-, and personnel-related responsibilities to ensure that appropriate and timely actions are taken (e.g., arrange for domestic and international travel, including air, hotels and cars, through the Firm’s Travel Department; plan meetings; process mail; maintain files; provide telephone coverage; carry out other related tasks such as copying, faxing)

Manage heavy telephone call volume, including screening incoming calls and independent follow-up as appropriate

Effectively utilize current Firm computer technology, adhering to established production procedures and preferred methods of working

Prepare time and expense reports on a timely basis and reconcile reimbursement issues as necessary

Assume responsibility for planning, organizing, and executing major projects

Keep databases current (e.g., address book, WIP files)

Produce accurate, properly formatted documents and correspondence, frequently under tight time constraints

Work collaboratively with designated backup to provide necessary backup support

Demonstrate flexibility in providing overtime assistance as required

Perform other duties as may be requested by the Manager of Executive Assistants

KNOWLEDGE & SKILLS REQUIRED

Strong interpersonal and organizational skills; detail oriented and diplomatic demeanor; efficient; reliable

Excellent written and oral communication skills; friendly phone presence

Able to build successful working relationships within the location, other Firm offices, with client executives, and outside vendors

Problem-solving ingenuity; able to work independently with little direction and supervision

Able to work effectively in a deadline-driven, high-pressure environment

Able to take ownership of role; maintain strong sense of responsibility/ accountability for end product; proactive; receptive to feedback

Confident in own judgment/decision-making skills

Possess high tolerance for ambiguity

Sensitive to confidential nature of position and able to uphold such confidences

Handle multiple tasks efficiently with the ability to prioritize workload

Team spirit values

Working knowledge of Windows environment, with emphasis on Microsoft Word, Excel, and PowerPoint

Working knowledge of Lotus Notes; familiarity with Microsoft Access is a plus

Minimum typing speed of 70 wpm

Special skills, other background requirements

Excellent customer service mindset and style

Desire to learn and grow and to continually increase and enhance skills

EXPERIENCE AND EDUCATION

Minimum of 3 years of experience in a corporate environment working with senior-level executives

If interested please submit resume online Executive Assistant, Construction