Executive Assistant

Company: XE
Location: Irvine
Posted on: March 28, 2020

Job Description:

As Executive Assistant at Xe, you will play a key role in supporting a number of our Executive Team based in our thriving Irvine Office providing full assistance in all areas of their day to day work. You will also perform the role of line manager to the Executive Team Assistant based in the UK, working alongside them to provide support to the members of the Executive Team based in the UK

Support will include effective management of their schedules, including international travel and effective inbox management. You will be making a difference to the overall success of the business by freeing up their time and energy to focus on the high-impact elements of their roles

You will also drive the agenda / take meeting minutes and actions at regular Executive Team Meetings and Offsites.

Management Responsibilities:

• Act as line manager to the Executive Team Assistant
  Exec Support:
  
  • Manage busy international calendars, including organisation of weekly / monthly / annual meetings, conference calls, and global reoccurring meetings.
  • Manage international travel, including booking flights to Europe, the US and APAC.
  • Managing inboxes, including filing of emails, highlighting emails of high priority and drafting / sending communications.
  • Develop and maintain internal and external relationships, building knowledge of key issues in order to effectively identify priorities
  • Proactively anticipate needs, work and personal, and address in good time
    Meetings and Event Co-ordination - example of tasks:
    
    • Produce presentations, documents, reports etc. for meetings, including collation of the monthly Executive Pack and Quarterly Board Meeting Packs
    • Attend and take minutes of meetings, ensuring accurate notes are taken and circulated without a timely manner. Be responsible for communication of outputs and the management of meeting actions
    • Organise events such as Executive Team offsites.
      Other:
      
      • Opportunities to lead events within the Office.
      • Working alongside the Executive Team Assistant to provide Facilities / H&S support to the Xe office, i.e. attending tenants' meetings onsite, desk moves, office management.
      • Deliver on project-based initiatives such as organising the opening of new Xe offices
      • Complete general administrative tasks where required
        
        Requirements
        
        
        • Proven work experience as a Senior Executive Assistant, Executive Administrative Assistant or similar role
        • Solid experience with office management systems, ERPs and MS Office
        • Familiarity with online calendars and cloud systems
        • Strong communication skills (via phone, email and in-person)
        • Experience exercising discretion and confidentiality with sensitive company information
        • Excellent organizational skills with an ability to think proactively and prioritize work
          
          Benefits
          
          
          • Health Care Plan (Medical, Dental & Vision)
          • Retirement Plan (401k, IRA)
          • Life Insurance (Basic, Voluntary & AD&D)
          • Paid Time Off (Vacation, Sick & Public Holidays) with free Birthday day off
          • Family Leave (Maternity, Paternity)
          • Training & Development
          • Free Food & Snacks
          • Wellness Resources
          • Stock Option Plan

Keywords: XE, Irvine , Executive Assistant, Other , Irvine, California