Applied Minds

Executive Assistant

Job Location US-CA-Burbank

Overview

The Executive Assistant position is a member of a highly integrated two-person team that reports to and supports the company Founder & Chief Creative Officer and will provide backup support to the general administrative staff. Duties will include: meeting set up and management, catering coordination, expense reporting, executive time tracking, non-standard NDA management, correspondence and many special projects. This position requires a high degree of support skill and professionalism. The selected individual will be able to work effectively at all levels of the organization and interact with individuals and officials at the highest levels outside of the organization. Ability to effectively deliver results in a fast-paced creative technology environment with a high level of ambiguity is key to success in this role.

Responsibilities

  • Coordinate with Sr. Executive Admin to ensure all of the needs of the Executive Office are being met
  • Coordinate site visits and tours which includes:meeting notices, attendee confirmations, conference rooms, technology, materials and presentations, meals, travel and communication.
  • Work closely with company Security team to ensure all credentials are in place in preparation for high level government meetings; maintain high level of confidentiality.
  • Manage and coordinate the Founder’s very complex and dynamic calendar.
  • Timely completion of project time reporting and expense reporting.
  • Coordinate IT support for the Executive Office.
  • Manage incoming phone calls appropriately including handling inquiries and routing.
  • Work on special projects often simultaneously, requiring prioritization and careful and thoughtful time management.
  • Provide coverage for both the Sr Executive Assistant and the general office administrative assistant including but not limited to: front desk management, lunch coverage, assistance with technical team meeting coordination.

Qualifications

  • 10+ years experience in an administrative support capacity.
  • 5+ years experience supporting C-level executives.
  • AA or BA in business or related field preferred.
  • Exceptional judgement and discretion is required of the office of the Company Founder. Ability to maintain confidentiality and tact at all times
  • Proven ability to support a demanding executive in a fast-paced, ever-changing environment (preferably in a startup or high-tech industry).
  • Ability and willingness to work flexible and long hours based on Founder travel and meeting needs and in support of the general administrative needs of the Company.
  • Demonstrated ability to work as part of a team, collaborating with other executive admins and across an organization at all levels.
  • Exceptional problem-solving skills.
  • Excellent calendar management skills.
  • Superior work ethic and accountability.
  • Demonstrates exceptional written and verbal communication skills.
  • Advanced knowledge of MS Office, including Word, Excel, and Outlook.

Applied Minds is an Equal Opportunity Employer. We are committed to fair and equitable compensation for all employees. We thoughtfully consider a wide range of factors when determining individual compensation.The expected base pay range for this role is between $35 and $45 per hour. Actual compensation for an individual will vary depending on skills, qualifications and experience.

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