Executive Assistant Job at Shuster Advisory Group in Pasadena

Position Summary:

Shuster Advisory Group, LLC is seeking a highly experienced and proactive Executive Assistant to provide comprehensive support to the Firm’s CEO. The ideal candidate will possess exceptional organizational skills, a keen eye for detail, and the ability to manage multiple tasks seamlessly.

Key Responsibilities:

• Administrative Support:
  1. Provide high-level administrative support to the Firm Partner and senior executives.
  2. Manage and maintain executive calendars, including scheduling meetings, appointments, and travel arrangements.
  3. Monitor executive’s email, prepare and edit correspondence, communications, presentations, and other documents.
• Event Planning:
  1. Plan, coordinate, and execute company events, meetings, and conferences.
  2. Liaise with vendors, venues, and internal teams to ensure successful event execution.
  3. Manage event budgets, logistics, and post-event follow-up.
• Travel Coordination:
  1. Arrange domestic and international travel itineraries, including flights, accommodations, and transportation.
  2. Prepare travel expense reports.
  3. Address any travel-related issues promptly to ensure smooth travel experiences.
• Dictation and Documentation:
  1. Take dictation and transcribe notes accurately and efficiently.
  2. Maintain confidential files, records, and documentation.
  3. Assist in the preparation of email correspondence, reports, meeting minutes, and presentations.
• Communication and Liaison:
  1. Serve as a liaison between executives and internal/external stakeholders.
  2. Handle incoming calls, emails, and correspondence with professionalism and discretion.
  3. Facilitate communication and information flow within the executive team and across departments.
• Project Management:
  1. Assist in the planning and execution of special projects and initiatives.
  2. Monitor project timelines and deliverables, ensuring deadlines are met.
  3. Collaborate with cross-functional teams to achieve project objectives.
• Office Management:
  1. Oversee office supplies and equipment procurement.
  2. Maintain an organized and efficient office environment.
  3. Coordinate with IT and facilities teams to address any office-related issues.
• Other ad hoc projects as assigned.

We seek candidates with the following qualifications:

• Experience:
  1. Minimum of 7-10 years of experience as an Executive Assistant, supporting C-Suite executives.
  2. Bachelor’s degree in business administration, communications, or related field preferred.
• Skills:
  1. Exceptional organizational and time management skills.
  2. Strong written and verbal communication abilities.
  3. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  4. Ability to handle sensitive and confidential information with discretion.
  5. Excellent interpersonal skills and the ability to build relationships at all levels.
  6. Detail-oriented with strong problem-solving and multitasking capabilities.
  7. Tech savvy, with the proficiency to quickly learn new technology tools, platforms, and software
• Attributes:
  1. Proactive, self-motivated, and able to work independently.
  2. Calm under pressure and adept at handling high-stress situations.
  3. Flexible and adaptable to changing priorities and demands.
  4. Open to feedback and coaching