SAGE

  • Executive Assistant

    Location US-Santa Barbara
    Posted Date 1 month ago(1 month ago)
    Req #
    18-5247
    # Positions
    1
    Experience (Years)
    5
    Category
    Administrative/Clerical (US) - Administrative
  • Overview

    To perform a broad range of administrative duties for the office of the Chairman of the Board, as required. This position requires independent judgment to plan, prioritize and organize a diversified workload and demands a high degree of professionalism and keen ability to maintain the utmost confidentiality. Must be extremely well organized and work with little supervision.

    Essential Job Functions & Responsibilities

    Key Responsibilities

     

    Office Administration:

    • All office organization. Confirming appointments. Greeting visitors & vendors.
    • Answering phones and keeping a call sheet for the Founder & Chairman of the Board, passing on other messages to the Founder's Executive Assistant for handling
    • Filing business related materials.
    • Correspondence – high volume of personal, business, political and other correspondence.
    • This candidate must be able to take dictation, type and edit
    • Schedule and oversee vendors on other properties as well as Santa Barbara properties. Assist Executive Assistant and the contractor with meeting vendors and overseeing if needed on site.
    • Experience in purchasing, shipping and receiving helpful. Ordering office supplies and keeping stocked Tracking outgoing and incoming packages. 
    • Help revamp the business files after the Rare Book room is completed, and to help Executive Assistant revamp the personal files 
    • Research, project management, overseeing petty cash.
    • Knowledge of all office systems, telecommunications, iPhone etc. to trouble shoot as needed
    • Creating a manual for residences
    • Run errands as needed.

    Organizing and running large household events and parties as well as day to day oversight of resident home(s) as needs:

    • Overseeing maintenance of private homes
    • Includes working with caterers and outside vendors in the planning and co-ordination pre, during, and post events

    Travel:

    • Work with Executive Assistant on creating detailed travel packages.
    • Reviewing travel itineraries after complete, car services etc. and confirming addresses and timing. Preparation of files and documentation related to meetings, trips, etc.
    • May be asked to travel time to time for shorter trips under 2 weeks.

     

    Qualifications & Education

    • 5-10 years’ experience working for a busy C Suite Executive.
    • Professional, relational, and calm communication style.
    • Professional and executive level communication skills– verbal, written & correspondence.
    • High level of organizational skills.
    • Able to multi task and who thrives under pressure.

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