Executive Assistant Job at Sysazzle, Inc. in Irvine

Position Summary:

The main function of an Executive Assistant is to support multiple executives by managing their time, travel, and expenses. This individual represents these leaders internally, coordinating complex logistics, from meetings to travel.

Job Responsibilities:

• Manage complex, constantly shifting schedules for multiple executives, coordinating with other executive assistants, and leading on calendaring.
• Book and manage domestic and international travel for multiple executives.
• Accurately and promptly file expense reports for multiple executives, following all company procedures.
• Prepare agendas and make arrangements for committee, team, and other meetings.
• Perform ad-hoc office requests as assigned by leadership.

Skills Required:

• Verbal and written communication skills, multitasking, customer service skills, and interpersonal skills.
• Strong ability to work independently and manage one's time.
• Strong ability to keep information organized and confidential.
• Strong skills in event planning.
• Experience with computer applications, such as Microsoft Word, Excel, and PowerPoint.
• Experience processing expense reports in Concur.

Experience Required: 8-10 years of experience required as an Executive Assistant.

Education Required: High school diploma or GED required. A Bachelor's degree is a plus.

Additional Information:

• Work Schedule: Required to support during Eastern Time Zone hours. Flexible days as availability is preferred. The role will be full-time onsite at the Irvine, CA campus.
• Onsite Work Consideration: On-campus presence is expected every day, with potential flexibility after demonstrating proficiency and reliability.
• Top Technical Skills: Proficiency in Outlook, scheduling, Concur, and executive administrative skills, with knowledge of general meeting requirements such as agendas and name cards.
• Applications/Systems Used: Outlook, TEAMS, Concur, SharePoint, Excel, PowerPoint, and Word.

Soft Skills Desired: Effective communicator, problem solver, team player, professional demeanor, and strong work ethic. Ability to interact with Executives and Key Opinion Leaders (KOLs) and maintain discretion with confidential information.

Business Driver for Role: Need for support to elevate the effectiveness of a large field-based team and two VPs. Looking for a key team member to facilitate coordination and expand impact.

Ideal Candidate: Extensive experience as an Executive Assistant, able to work in the Irvine office, understands the corporate culture, collaborates well with other EAs, demonstrates initiative, is a fast learner, skilled with PowerPoint, Excel, and the Concur system, effectively manages VPs' calendar, is a team player, highly engaged, effective communicator, meets deadlines, and proactively enhances skills.

Value Proposition: Join a high-functioning team with a strong drive to succeed, offering diverse opportunities to expand skills in a supportive and fun environment. Be part of a patient-focused organization.

Success Criteria for First 30/60/90 Days:

• 30 Days: Complete all required training and system access, connect with team members, and learn to schedule meetings and reserve conference rooms.
• 60 Days: Effectively take meeting notes, submit expenses, schedule travel, capture and record information, and perform formatting tasks.
• 90 Days: Master all responsibilities, demonstrate initiative, meet deadlines, and integrate effectively into the EA team and VPs team.

**** We provide health benefits and 401K plan ****