Executive Assistant / Project Coordinator at The Planet Group

$35-45/hr 

Executive Assistant and Project Coordinator
Contract - 12 Months 
Culver City CA 

Must Haves:

• 3-5 years experience with administrative related duties including, schedule management, organizing meeting agendas and recapping notes, and general liaise responsibilities in working with multiple individuals and teams
• Experience with macOS and its native applications like Mail, Calendar, and productivity apps (Keynote, Numbers, and Pages)
• Ability to manage multiple tasks, navigate ambiguity, and adapt to a fast-paced environment with a strong level of confidentiality
• Highly detail oriented and exceptional organization skills
• Great time management skills and proficient in identifying priorities

Preferred: 

• BA or BS preferred
• 3+ years relevant experience coordinating engagement programs and/or Org events

Job Description: 
The person will wear two hats: The primary responsibilities of the role will be to:

1. (1) provide full administrative support to the team’s Director, including calendar management, travel, expense reports, and general administrative tasks that arise from time to time
2. (2) support efforts to enhance the employee experience and develop Org culture. For this second element, this person will support the Head of Employee Engagement to help plan and execute events, build detailed project timelines, create keynote presentations, ensure projects stay on track, and maintain org documents and trackers as sources of truth. 

This ideal candidate should be able to multi-task, gate-keep, prioritize incoming requests, work with initiative and independently, and be prepared to assist with special projects and meet unanticipated demands. This person will need to exhibit the utmost professionalism and a high EQ as they will be communicating regularly with both internal and external contacts ranging from the entry level to the most senior.  This role will be exposed to highly confidential and sensitive information and therefore demands the highest level of discretion at all times.

• Manage daily calendars showing flexibility and problem solving abilities, adjust and prioritize schedules due to last minute changes and conflicting meetings, coordinate with executive schedules and meeting room availability
• Support the elevation of the employee experience, helping to keep projects on track
• Plan excellent events, including catering and food coordination, venue identification and bookings, and making certain the event itself meets the intended goals for that event
• Ensure key meetings — with both internal leadership/teams across the company and with external business partners — go off without a hitch
• Make it a point of pride to know who to go to within Apple for any need that may arise
• Process expense reports and POs

Key Qualifications

• Expertise in working with other administrative assistants in scheduling complex meetings
• Exemplifies a can-do attitude, is adaptable, a team player, highly motivated and can stay calm under pressure 
• Superior interpersonal, verbal and written communication abilities
• Exceptional listening skills and the capacity to transform what employees are saying into ideas for improving the employee experience 
• Ability to communicate effectively with senior executives and their assistants
• Motivated, flexible self starter
• Proactive problem solving abilities to deal with challenging deadlines and priorities
• Comfort with ambiguity; able to react effectively to unanticipated change
• Discretion in handling confidential materials and issues
• Excels under pressure while maintaining a calm demeanor
• Works well independently and within a team