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Executive Administrative Assistant

Walnut CreekCSAA Insurance Services LLC


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Job Title
Executive Administrative Assistant

Requisition Number
R1838 Executive Administrative Assistant (Open)

Location
Walnut Creek, California

Additional Locations

Job Information

Job Summary

Provides executive administrative support to a senior executive who oversees multiple departments within the same division, or supports multiple executives.

Essential Functions / Principal Responsibilities

Strong management of scheduling all internal and external meetings, travel plans, conference calls and day to day activities for senior executive(s).  Maximizes appropriate time allocation to senior executives' priorities based on understanding the company goals and his/her individual objectives.

Must be one step ahead of the senior executive(s) to organize, remind, prioritize, and manage his/her time and projects to meet all deadlines.

Prepares agendas, notices, minutes and resolutions for corporate meetings and coordinates follow up with meeting participants on tasks/issues as appropriate. 

Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

Phone call management will include screening and prioritizing phone calls on an as-requested basis.

Comfortable interacting with clients which may include external senior executives.

Writes correspondence on behalf of the senior executive(s).  Responds to external correspondence. Types memos, purchase requisitions, payment requests and other department forms and documents.

Attends meetings when needed to record and distribute meeting minutes.

Understands and can navigate through a large division to get the job done in a timely and efficient manner.

Responds well to pressure, and is resourceful when managing the business of high level senior executive(s).

Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, negotiating vendor contracts and controlling event budget. 

Creates and maintains database and spreadsheet files.  

Reconciles corporate credit card account(s) and prepares expense reports.

Provides departmental support or direct administrative staff to provide department support such as:

*Send faxes as requested.

*Make photocopies as requested

*Order office supplies and maintains supply cabinet.

*Maintain various database and spreadsheet files as requested

*Perform other duties as assigned.

May be asked to do on-boarding of new employees.

Will compile, daily, news articles of interest to Regulatory Affairs, based on internet research.

Limited legal research.
Knowledge, Skills and Abilities Required:
Strong skills in developing effective relationships, communication skills, managing expectations in a fast paced organization
Ability to be very discrete with confidential information.
Requires continuous use of technical and business vocabulary and a detailed knowledge of company operations, organizational procedures, and resources.
Ability to make sound, independent decisions and use own initiative to accomplish tasks at hand.
Strong interpersonal, organizational and communication skills are required, with the ability to partner with managers at all levels in multiple divisions
Acts independently and demonstrates effective conflict resolution skills in developing recommendations and solutions to solve complex issues in an effort to anticipate senior executive(s) needs
Highly proficient written and verbal communication skills required
Advanced computer skills with the ability to train others in system usage
Expert in Microsoft Excel and PowerPoint system applications

Education, Work Experience, Licenses & Certifications Required Qualification:
8+ years of executive assistant experience to senior level executives in a mid-to large company

Preferred Qualification:
BS/BA Degree or some college coursework

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