Applied Minds

Executive Assistant

US-CA-Burbank

Overview

The Executive Assistant position is a highly- valued and demanding role that supports one of our VP’s.  This individual must be exceedingly well organized, possess a high level of professionalism, maintain confidentiality, and work in a fast- paced environment with short deadlines.  Flexibility and reliability are key, along with excellent written and verbal communication skills.  

Responsibilities

  • Manage and coordinate the VP’s calendar and phone lines
  • Coordinate and schedule meetings and everything required for a meeting, including meeting notices, attendee confirmations, conference rooms, technology, materials and presentations, meals, travel and communication.
  • Draft, edit and transmit internal and external correspondence
  • Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
  • Prepare and manage multiple expense reports with accuracy and timeliness. Assist with credit card reconciliation as needed.
  • Support/maintain tight coordination with the Executive Administrative Team and provide relief as needed
  • General office activities including but not limited to front desk coverage and guest check in, supply maintenance, and mail handling.
  • Other duties as assigned

Qualifications

  • 8+ years experience and proven ability to support a high-level executive in a fast-paced, ever-changing environment (preferably in a startup or high-tech industry)
  • Excellent calendar management skills
  • Advanced knowledge of MS Office, including Word, Excel, and Outlook
  • Superior work ethic and accountability
  • Ability to manage highly confidential matters with exceptional judgment and discretion
  • Great interpersonal skills and the ability to communicate clearly with all levels
  • Solid relationship skills and the ability to drive follow through in a pleasant demeanor

Preferred:

  • Experience supporting and working in a Finance Department
  • Understanding of basic accounting concepts
  • BA Degree

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