Executive Assistant

CV Resources has partnered with a manufacturing company in the Fountain Valley area for Executive Assistant to join their team. This position will be supporting the President of the company.

Job Summary:

The Executive Assistant provides high-level administrative support to the President in a manufacturing environment. The role requires managing schedules, coordinating meetings, handling correspondence, preparing reports, and performing various administrative tasks to ensure the smooth operation of the executive office. This individual acts as a liaison between the executive team and internal/external stakeholders and must maintain a high level of confidentiality and professionalism.

Key Responsibilities:1. Administrative Support:

• Manage and maintain executive schedules, including coordinating meetings, appointments, and travel arrangements.
• Screen incoming calls, emails, and correspondence, directing inquiries to the appropriate person or providing direct responses.
• Prepare agendas, take minutes, and distribute meeting notes for executive meetings.
• Handle document preparation, including reports, presentations, and spreadsheets, using appropriate software (e.g., Microsoft Office, Google Suite).
• Maintain organized filing systems (both electronic and paper) for quick access to important documents.

2. Communication & Liaison:

• Serve as the point of contact between executives, employees, clients, and external stakeholders.
• Draft, review, and send out official communication, ensuring the tone aligns with company standards.
• Coordinate internal and external communications, including meeting reminders, follow-ups, and any action items resulting from meetings.
• Liaise with other departments to facilitate the flow of information to and from the executive office.

3. Project & Task Management:

• Assist with the planning, execution, and tracking of special projects or initiatives led by the executive team.
• Conduct research and compile data for various projects, preparing reports and summaries as required.
• Follow up on key tasks or projects to ensure deadlines are met and provide status updates to the executive team.

4. Event Coordination:

• Plan and coordinate executive-level events, meetings, and conferences, including logistics, catering, and technology setup.
• Assist in the coordination of company events, team-building activities, and corporate outings.

5. Confidentiality & Professionalism:

• Handle sensitive information with the utmost discretion and confidentiality.
• Ensure compliance with company policies and industry regulations when handling confidential materials.
• Maintain professionalism in all communications and interactions.

6. Travel & Expense Management:

• Arrange domestic and international travel plans, including flights, accommodations, and transportation for executives.
• Prepare travel itineraries and ensure executives are well-prepared for trips.
• Process and track expense reports, ensuring accuracy and timely submission.

7. Office & Resource Management:

• Manage office supplies and resources for the executive team.
• Oversee and maintain office equipment, ensuring proper functionality.

Key Skills & Competencies:

• Organizational Skills: Ability to manage multiple tasks, prioritize workload, and meet deadlines in a fast-paced manufacturing environment.
• Communication: Excellent written and verbal communication skills to interact effectively with all levels of the organization.
• Attention to Detail: Meticulous attention to detail in scheduling, document preparation, and task management.
• Problem-Solving: Ability to anticipate issues, troubleshoot problems, and find proactive solutions.
• Technical Proficiency: Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Suite, and other relevant software.
• Confidentiality: Proven ability to handle sensitive and confidential information with integrity and discretion.
• Adaptability: Flexibility to adapt to changing priorities and business needs.

Qualifications:

• Education: Bachelor’s degree in business administration, management, or a related field (preferred but not always required).
• Experience: Minimum of 3-5 years of experience in an administrative or executive assistant role, ideally in the manufacturing or industrial sector.
• Additional Skills: Familiarity with manufacturing industry processes, safety regulations, and terminology is an asset.

Working Conditions:

• Office-based, with occasional travel as needed.
• May need to work extended hours based on the executive's schedule or business demands.

Please apply with your resume if you are interested in the Executive Assistant role.