Executive Assistant - Downtown LA - Ultimate Staffing Services

We are looking for an experienced Executive Assistant in Downtown LA.

• Location: Downtown LA
• Payrate: $50-55 an hour
• Type: In office training then Hybrid

Responsible for providing confidential administrative support to executive level personnel. Ensures effective and efficient operation of the executive's office and workflow with internal and external clients. Manages clerical and other support staff as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage executive's calendar, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings.
• Coordinate travel and teleconferences for executive and interface internally with high level colleagues, clients, and other business affiliates.
• Maintain outlook database and online filing systems for the executive and department.
• Handle complex queries and complaints on the phone, by email, or in person, requiring a thorough knowledge of the department's standard procedures.
• Communicate and handle incoming and outgoing electronic communications on behalf of the executive.
• Prepare routine presentation materials for the executive and assist on more complex presentations.
• Review and summarize miscellaneous reports and documents and prepare background documents and outgoing mail as necessary.
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
• Research and analyze routine administrative projects, and prepare first draft reports on routine administrative matters.
• Track and process invoices and expenses for department and executive, and manage the departments associations and subscriptions.
• Handle all general office needs: monitor inventory and place office supply orders, process all outgoing mail and packages, order marketing materials, and coordinate with IT for office equipment.
• Respond independently to letters and general correspondence of a routine nature.
• Comply with agency management system data standards and data integrity (enter and maintain complete and accurate information).
• Other duties as assigned.

• Proficient in Microsoft Office products
• Excellent verbal and written communication skills
• Good leadership, problem solving, and time management skills
• Good planning, organizational, and prioritization skills
• Ability to professionally and confidently communicate with clients and business associates at the executive level
• Ability and motivation to work independently
• Ability to interface with executives - internal and external

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.