EfficientAide
Executive Assistant - Client Confidential
West Hollywood, CA
·
Full time
Company website
Our client is an internationally recognized architecture, interiors, planning, urban design, and landscape architecture firm based in West Hollywood, and is seeking an outgoing and professional Executive Assistant with corporate experience. As a legacy firm of approximately 80 people, we need someone to support our Partners and staff with day-to-day needs, implement organizational procedures, and perform additional executive functions. This role primarily supports the Managing Partner and one or two other Partners but will also assist senior staff with tasks related to the Partners’ projects. We are looking for a candidate who is reliable, punctual, accurate, eager to learn, and enjoys taking on new challenges. Given the nature of the work, discretion, confidentiality, positivity, empathy, confidence, and creative problem-solving are essential. The firm values long-term careers and offers growth opportunities, with this position intended as a salaried role.
Description
Responsibilities
Responsibilities include, but are not limited to:
- Multitasking in a fast-paced environment
- Communicating clearly and effectively with clients, consultants, and staff
- Assisting with the preparation of contracts, proposals, transmittals, memorandums, meeting notes, correspondence, business letters, and forms
- Creating, maintaining, and updating project directories, logs, and contact lists
- Organizing and setting up meetings, and taking and transcribing detailed minutes
- Arranging travel plans, preparing detailed itineraries, and generating required documentation
- Screening incoming calls and taking detailed messages
- Filing and organizing reference materials, background information, and marketing materials
- Handling shipping requests and restocking office supplies/materials as needed
- Providing support to administrative staff, including occasional receptionist duties or other tasks as needed
Qualifications
- Experience as an Executive Assistant in a corporate setting
- Strong collaboration skills and the ability to work well with all team members
- Excellent attention to detail and problem-solving abilities
- Commitment to quality control for accuracy and graphic consistency in all documents
- Exceptional written and verbal communication skills
- Strong organizational skills, with the ability to manage schedules, files, databases, and information efficiently
- Ability to prioritize tasks and make sound decisions independently after an initial period of learning about the firm’s operations
- Proficiency in Microsoft 365 (Excel, Word, Outlook, PowerPoint, Teams, SharePoint)
- Competency in setting up Teams or Zoom calls and managing meeting invitations
- Familiarity with typical office equipment, such as printers and fax machines
- Strict adherence to confidentiality standards with sensitive information and documents
- Sound judgment and discretion in handling sensitive and confidential matters
- Ability to remain calm and professional and to help reduce daily stress for Partners
Salary and Benefits
Salary is commensurate with experience, ranging from $68,000 to $85,000, plus benefits.
Salary
$68,000 - $85,000 per year