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Executive Assistant

Company: Grupo Flor
Location: Salinas
Posted on: May 8, 2022

Job Description:

Job Mission:The Executive Assistant is responsible for many aspects of administration from assisting with monitoring and drafting communications, planning and organizing meetings and travel for company executives to helping coordinate various company internal and external events. The individual in this role takes minutes at meetings, manages calendars, and works with various departments to get the job done. Essential Functions:Manage executives' calendars and coordinate meetingsFormat information for internal and external communication - memos, emails, presentations, reportsTake minutes during meetingsComplete a broad variety of administrative tasks including; assisting with special projects; designing and producing complex documents, reports and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements and complete expense and mileage reportsMaintain and comprehensive and accurate recordsOrganize meetings, including scheduling, sending reminders and organizing catering when necessaryCoordinate internal and external eventsEnsure meeting rooms and virtual meetings are set up as planned prior to meeting, ensure IT/Equipment fit meeting requirements, assisting with start of meeting includes turning on equipment, starting zoom/conference call connection, ensuring participants in attendanceArrange for signatures, notaries, vendor background checks as necessaryMaintain distribution listsOrder office supplies/equipment for organization where neededOther duties as assigned by the executive teamREQUIRED EDUCATION, LICENSURE, AND EXPERIENCE:Must be 21 years of agePosition requires a minimum of 5 years administrative support experience including at least 3 years experience supporting Executive level staff or related experience with a four year college degreeStrong ability to execute work and have excellent follow through skills and time managementProficiency with Google Suite (or MS Office and have ability to learn Google Suite)Must have above average verbal and written communication skills and know how to prepare professional emails, presentations and reportsExceptional organizational skills and high level of attention to detailRole requires someone with extreme professionalism for dealing with diverse groups of peopleAbility to understand importance of prioritizing is critical to success in this roleJob requires the ability to complete a high volume of tasks and projects with limited guidance at timesPosition requires the ability to react with appropriate levels of urgency to situations and events that require quick response or turnaroundAble to maintain a high level of integrity and discretion in handling confidential informationExcellent judgment is essentialAbility to switch gears at a moment's notice and multi-taskAn appropriate sense of humor always welcomeSome travel (15-20%) - mainly day tripsOther administrative duties as assignedPHYSICAL/MENTAL JOB REQUIREMENTS:Must be able to stand, walk, lift, sit, and bend for most of their work scheduleSpecific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focusMust be able to lift 25 pounds

Keywords: Grupo Flor, Salinas , Executive Assistant, Other , Salinas, California

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