SAGE

Administrative Assistant II, Personal Assistant, Executive Office

US-CA-Thousand Oaks
2 weeks ago
Req #
17-4856
# Positions
1
Category
Operations (US) - Admin

Overview

Provides administrative and personal support for the Executive Assistant to the CEO and Chief Executive Officer (CEO) as required. Independent judgment is required to plan, prioritize and organize a demanding and diversified workload and maintain the highest degree of professionalism and ability to maintain the utmost confidentiality.

Essential Job Functions & Responsibilities

Job functions include, but are not limited to the following:

  • Provides internal and external assistance whenever needed
  • Provides backup to the EA to the CEO by creating and maintaining appointments, updating schedules and calendars
  • Provides back up support to the Executive Assistant to the CEO by answering non-routine calls and correspondence
  • Assembles highly confidential and sensitive company and inter-personal information
  • Coordinates appointments and meetings as assigned and handles all pertinent details relating to the meetings
  • Provides support to the EA to the CEO with presentations, research materials, using Word, Excel, PowerPoint, Photoshop and other tools as needed
  • Coordinates details for travel including flight, hotel and car service arrangements in conjunction with the EA as needed – both domestic travel and international travel
  • Maintains confidential, organizational and departmental files
  • Provides support for the Executive Assistants to the COO and CFO, as needed
  • Prepares expense reports for the CEO, COO, Executive Assistants and coordinating approval of expense reports for global direct reports using concur
  • Processes reimbursements and check requests through coordination with Finance Accounts Payable procedures
  • Composes correspondence to routine issues
  • Runs Personal and business errands for the CEO
  • Receive and screen telephone calls for the CEO, COO, and Executive Assistants as needed

 

 

 

ADDITIONAL RESPONSIBILITIES AS REQUIRED

  • Coordinates Company raffles and miscellaneous items in a timely manner
  • Provides administrative support and back up for the Executive Assistants to the CEO, CFO, and/or COO in their absence
  • Plans ad hoc special events
  • Maintains office and kitchen supplies and general organization of Executive Area – presentable at all times
  • Coordinates and maintains the Global Company Calendar
  • Filing, organizing, copying, scanning, etc.
  • Performs personal tasks as assigned
  • Coordinates tasks as assigned by CEO’s spouse
  • Coordinates vendors and projects at both of the CEO’s residential properties
  • Pays and tracks CEO’s personal bills and expenses
  • Update and distribute the Executive Support Contact List to the Executive Assistant Team
  • Coordinates EA group luncheons, as needed
  • Manages and picks up personal mail for the CEO
  • Maintains multiple spreadsheets and lists including but not limited to SMG anniversaries, contact information, personal and business gift logs, CEO’s personal Christmas card distribution list, and party invite lists etc.
  • Tracks both important business anniversaries and personal birthdays and coordinates gifts as necessary
  • Provides support with projects associated with the the CEO’s children
  • Processes monthly payments for CEO’s corporate car and scheduling and coordinating maintenance as necessary
  • Provides support to matters relating to the Board of Directors and Board Meetings as assigned including processing travel reimbursements, updating and formatting documents, generating seating charts and researching holiday gifts
  • Securing the Executive Office by locking all offices and supply/file room doors before leaving at the end of the business day

Qualifications & Education

Include, but not limited to, the following:

  • Previous experience as an Administrative or Executive Assistant
  • Associate or Bachelor’s degree preferred
  • Must have a reliable vehicle for shopping and running errands, sometimes located as far as Los Angeles or Santa Barbara
  • Previous experience working in a fast paced, time sensitive, highly confidential environment where there are continually changing priorities
  • Strong computer skills including all Microsoft products with particular strength in Outlook, Word, Excel, PowerPoint, Photoshop and web functions
  • Must be comfortable around dogs since the Simqu’s have a dog at the house.

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