Executive Assistant Job at Mad Engine Global LLC in Glendale

Summary: Reports directly to the executive team, the Executive Assistant performs highly confidential administrative and operational duties to assist the executive team with various corporate and personal functions.

Essential Job Duties & Responsibilities:

• Coordinate and oversee the completion of special projects/presentations as needed
• Conduct research and compile data as required
• Provide support for executives and special projects at the direction of the executive team
• Create regular reports and update internal databases
• Prepare internal and external correspondence, memos and other documents; Manage incoming correspondence and documents as needed (sorting, filing), ensuring confidentiality is maintained
• Acts as a liaison, communicates with parties as needed on behalf of senior management, facilitate day-to-day business matters
• Arrange travel and accommodation and, occasionally travel with the executive team
• Manage the executive team’s calendar by planning and scheduling meetings, conferences, and teleconferences
• Submitting expense reports for the executive team
• Handling all other necessary administrative duties as needed to maintain a smooth executive office

Competencies:

Our Executive Assistant must thrive in a fast-paced, growing company, and work well under stress and pressure. This individual will have high energy, accountability, and has a passion to learn and contribute. They need to be able take initiative and handle multiple deadlines while maintaining strict attention to detail and prioritizing tasks and issues appropriately.

The ideal candidate will be reliable and dedicated, be able to work independently with limited supervision. This executive assistant will be a hands-on professional with a can-do attitude and willingness to perform a multitude of responsibilities as needed. This candidate will need to operate with a constant sense of urgency and be assertive with the executive team and other senior management in order to have team adhere to deadlines. It is important that this individual has the ability to interact professionally with a diverse group of clients and staff, all levels of internal management, as well as outside clients and vendors.

Qualifications:

• 4-year college/university degree required
• Excellent organizational skills with an ability to think proactively and prioritize work
• Previous experience in executive assistant role with direct reporting to senior-level management, minimum 3+ years preferred
• Strong communication skills
• Advanced in Microsoft Office – Word, Excel, PowerPoint, Outlook
• Previous experience with presenting is required for this role
• Strong sense of propriety and discretion
• Must be flexible to work with the executive team’s schedule any day, including weekends
• Must be thorough and detailed oriented, and have the ability to maintain composure under pressure

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must be able to lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. The employee must be able to sit for prolonged periods of time. The employee will stand or sit and must be able to remain in a stationary position at least 50% of the time.