Executive Assistant -

Location: Pleasanton
Posted on: April 17, 2024

Job Description:

Provide high level executive support by conducting research, preparing statistical reports, handling confidential information and preparing correspondence, arranging conference calls and scheduling meetings.

? Offer strong project management skills to deliver tasks and ensure adherence to deadlines.

? Create and executes project work plans and revises as appropriate to meet changing needs and requirements.

? Partake in cross-project planning to resolve conflicts in project priorities, resourcing, schedule and scope.

? Maintain and develop a detailed project schedule which includes administrative tasks for all tasks involved in the project utilizing MS Project or advanced Excel skills.

? Responsible for tracking project changes and producing updated task based schedule.

? Ensure project documents are complete, current, and stored appropriately.

? Provide a strong link between the CEO?s office and other departments within the company, and between the company and external parties, as a representative of CEO in dealings with both internal and external communications.

? Coordinate with management at all levels of the business, managing their expectations for project delivery, escalating project issues, risks, and recommendations to senior management as appropriate.

? Compose correspondence dealing with issues or subject matter in ways that requires considerable sensitivity, discretion, judgment, or negotiation in replying to inquiries, and/or presenting or requesting information.

? Research vendors for products and services requested by the CEO.

? Prepare meeting agendas and provide needed background information to the CEO.

? Prepare and/or edit meeting minutes, presentations and tables.

? Ensure the CEO is briefed on his daily schedule to ensure he arrives on time and knows where to be.

? Travel with the CEO to provide assistance at PR events.

? Maximize the CEO?s time ? maintain an accurate calendar in Outlook.

? Develop memos, policies and procedures, proposals, emails and other forms of writing under the direction of the CEO.

? Liaison between CEO and staff and must be able to answer questions on CEO's behalf.

? Act as the liaison between Xtreme Lashes and an outside benefits company.

Must Have: At least 5-7 years of experience as a Senior Level Executive Assistant is required.

Legal Background or General Counsel

? Advanced experience w/Microsoft Word, Excel, Access, PowerPoint, Project and Outlook

? Proficient in Microsoft Project or other project planning software is highly preferred

? Must have prior project management or management experience with the ability to make executive decisions

? OUTSTANDING verbal communication skills, written communication and proofing skills

? Assertive with a high level of diplomacy and discretion

? Ability to successfully manage upward

? Effective problem solving skills and conflict resolution

? Efficient team management skills

? Ability to Travel 10% to 20% of the time

? Passionate about assisting and supporting executives

? Highly trustworthy and has high integrity.

? Comfortable dealing with and handling confidential information.

? Extremely motivated and be willing to work in a fast-paced, hard-working team. We are an equal employment opportunity employer and will consider all qualified candidates without regard to disability or protected veteran status.

Keywords: , Dublin , Executive Assistant -, Administration, Clerical , Pleasanton, California