Executive Assistant
Location: Santa Barbara, CA Posted Date: November 27, 2014
Employer: To view company name. See instructions below Apply By: January 26, 2015
Employer Job Id: 14-0742 CareerMine Job Id: 1149080
Description
[Company] is an environmental and natural resource management consultancy providing a broad suite of services in Water Resources Management, Natural Resources Management, Permitting & Compliance, and Liability Management. Clients turn to [Company] for help navigating complex environmental, natural resource, and business challenges because of our creative problem-solving and the successful track record of our multidisciplinary team.
[Company] is seeking a polished, intelligent and engaging Executive Assistant to represent and support the Executive Vice President (EVP) of the Natural Resources Management and Health Sciences Division. The ideal candidate should be team-oriented and be comfortable working in a fast paced professional environment Assistant in our Santa Barbara, CA office.
Responsibilities include, but are not limited to:
Managing the EVP’s calendar, schedule and deadlines—which requires a proactive style in order to grasp the requirements of the situation well before the event
Providing initial responses to invitations and other high priority communications along with recommendations on availability and other competing priorities
Building relationships with and acting as the liaison between EVP and various team members including executive management team and other executives throughout the global organization
Ensuring that the EVP has detailed and relevant materials and briefings needed in advance of meetings and events
Drafting correspondence on behalf of EVP and aptitude for proofreading documents for spelling, grammar and punctuation
Managing correspondence containing high level, extremely confidential business information
Scheduling and managing detailed travel itineraries (Domestic and international)
Compiling/managing collection of data for reports that are regularly scheduled and as needed
Scheduling and coordinating conference calls, on line meetings, webinars and in person meetings as needed including logistics for in-person strategic planning and other meetings including preparation of meeting minutes
Follow up with staff on behalf of the EVP on programmatic tasks, priorities, and action items
Assistance in credit card reconciliations and expense reporting
Providing administrative support as needed in order to support the business needs and demands
Requirements:
BA or BS degree in business administration, with a minimum of 15 years of experience and/or equivalent combination of education and related work experience
Must have a minimum of 10 years supporting C-Level or VP level Executives
Must have experience coordinating meeting with individuals across several time zones including international
Must have experience coordinating travel (Domestic and international)
Must have excellent oral and written communication skills
Well-developed interpersonal skills—must work well with various levels of managers, technical and administrative staff—must be a strong team player who works with other employees to achieve positive results
Advanced knowledge of MS Word, PowerPoint and MS Excel
Strong project and time management skills, including effective analytical and problem solving skills
Strong organizational and follow-through skills
Must have the ability to prioritize and meet deadlines while working independently; handle routine tasks with minimal supervision
Must be a professional and maintain a strict level of confidentiality at all times
Must be authorized to work in U.S. without company sponsorship
Desired Qualifications:
A Career Executive Assistant with at least 10 years of experience supporting C-Level and VP Level Executives
Prior experience supporting Executives in an Environmental, Engineering or similar Professional Services Consulting Firm
Please Note that selected candidates will be required to pass a drug, background and reference screening.
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