Executive/Personal Assistant and Office Manager Job at Tevora in Irvine

Executive/Personal Assistant and Office Manager

at Tevora

Irvine, CA

If you haven't heard of Tevora, it's because we've done our job!

Tevora is a tight-knit community of professionals with a shared passion for our craft. Every day, we combine in-depth knowledge of cybersecurity, technology, and compliance to help create more secure digital environments. To Tevorans, every problem is a puzzle in need of solving. We strongly believe that if we put smart, driven people in a room together, they will accomplish great things. We maintain a supportive culture that celebrates continuous learning, diverse perspectives, and sharing the wins. That's why we have our eyes on you.

What's the role?

Tevora is seeking a seasoned Executive/Personal Assistant and Office Manager to join the team.

This person will work from our new office on the Irvine Spectrum Terrace campus, and will provide support for executive management, heavy calendar management, coordination of business meetings, travel arrangements and financial docs, and will also manage various office and administrative tasks, such as greeting visitors at the front desk and running errands.

This person will serve as liaison between executives and other departments within the organization and will prioritize and manage multiple projects simultaneously with little or no supervision.  This position will require a high level of organization, attention to detail, discretion, and strong communication skills. The right candidate will be flexible and adaptable and able to handle a variety of tasks that may arise unexpectedly, often with tight deadlines.

A day in the life could include:

Executive Assistant Essential Duties: 

• Support the CEO, the President/COO, and other executives as needed, including scheduling meetings, managing calendars, ordering lunches, and booking conference rooms.
• Run errands between the office and the executives' residence and assist with scheduling appointments for the CEO and President/COO.  
• Book travel and lodging for CEO and President/COO.  
• Communication Management: Hande incoming and outgoing communications, including emails, phone calls, and written correspondence. This includes drafting and proofreading emails, letters, and other documents.
• Meeting Preparation: Organize and prepare materials for meetings, including creating agendas, compiling reports, and taking minutes. Ensure the executives are well prepared for meetings.
• Project Management: Oversee and manage specific projects or initiatives on behalf of the executives, ensuring deadlines are met and objectives are achieved.
• Gatekeeping: Act as a gatekeeper, managing the flow of information and requests to the executives, prioritizing tasks, and ensuring time is used efficiently.
• Maintain a high level of confidentiality, especially when dealing with sensitive information related to the executives, the company, or its clients.
• Organize and coordinate events, conferences, or other company functions, from planning to execution.
• Travel Coordination: Arrange complex travel plans, including booking flights, hotels, transportation, and preparing detailed itineraries.
• Financial Management: Assist with budgeting, expense reporting, and managing invoices or other financial documentation.
• Build and maintain relationships with key contacts, both within and outside the organization, on behalf of the executives.
• Document Management: Organize and maintain the executive files, both digital and physical, and ensure that all important documents are easily accessible.
• Provide research, analysis, and recommendations to assist the executives in making informed decisions.
• Perform other duties as assigned

Office Management Essential Duties: 

• Greet and sign in visitors to Envoy system, provide assistance and information 
• Accept ingoing and outgoing mail, packages, and deliveries 
• Manage office space, ensuring it is clean, organized and well maintained.  This includes reception, waiting area and kitchen 
• Monitor and manage kitchen supplies, ordering items as needed 
• Partner with IT to coordinate office maintenance and repairs, liaising with vendors and service providers 
• Assist IT with equipment shipments and returns 
• Manage office main phone line, delivering messages to correct department 
• May assist Marketing with company events
• Manage AMEXGBT travel site and set up users
• Support HR Projects and Initiatives as needed 
• Perform other duties as assigned

Necessary skills and qualifications:

• Minimum 3 years' experience as an Executive Assistant, Office Manager, or similar experience
• Proficient in Outlook, Excel, Word, Powerpoint
• Demonstrated interpersonal skills
• Excellent oral, written, communication skills, and handle confidential information
• Must have attention to detail and time management skills
• Excellent writing, proofreading and editing skills
• Must be authorized to work in the U.S
• Must have valid driver's license

Bonus Points:

• Travel Arrangements and Expense Management, preferably AmexGBT
• Familiarity with Cybersecurity and Information Technology

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. 
• Frequently required to use hands or fingers; handle or feel objects, tools, or controls.
• Occasionally required to stand; walk; sit; and reach with hands and arms.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is typically low to moderate.  

We've got you covered!

• Comprehensive benefits offering
• Paid time off and holidays
• 401K with Company discretionary match
• Vibrant work culture

Additional requirements:

• A valid driver's license is required.
• Eligibility to work in the United States.

EEOC Statement:

Tevora is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, disability status, or other applicable legally protected characteristics.

Note:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.