Executive Administrator 3E
THIS JOB HAS EXPIRED Job ID: 20140808-3962-SH Company Name: 3E Company
3E Company is hiring for an experienced, resourceful Executive Administrator to support the President and CEO. The ideal candidate must be a confident, straightforward, self-directed individual that is capable of making decisions independently. This position requires a person that must be able to communicate with all types of Executives.
Executive Assistant to the President/CEO
Relieves President/CEO of administrative functions in order to increase the time President /CEO has available for executive level responsibilities
Heavy calendar management for President/CEO including but not limited to:
Weekly travel both domestic and international
Various Committee Meetings, Executive Team Meetings, Internal Employee Meetings
Schedule meetings with multiple attendees in the US and internationally via conference call with WebEx or Conference Bridge
Book, monitor, manage and change when necessary all travel for the President/CEO
Flights, rental cars, car service, train reservations
Create trip folders including agenda for duration of trip
Complete expense reports for President/CEO; ensure proper approval and payment
Manage timekeeping and PTO requests for President/CEO?s direct reports
Corresponds frequently with Executive Management team on various issues including meetings and events, business travel and President/CEO schedule
Maintain relationships with our parent company, in particular, the travel department and administrative assistants of the executive team
Answer phone calls for President/CEO and route appropriately
Assist Executive Management Team as needed
Interface smoothly and effectively with all levels within the organization to ensure an open, informal communication path exists.
Manage specific line items of the corporate budget, mainly events, facilities and office supplies
Ensure invoices are processed in a timely manner to correspond with the budget
Order office supplies for corporate office and manage orders for all U.S. locations and remote employees using Staples Advantage.
Ensure all orders meet company guidelines and are within department budget
Manage the company travel policy for all employees in both North America and Europe
Utilize Concur Solutions: American Express Online for business travel and expense reporting
Review all exceptions to the travel policy and determine whether they will be approved or declined: approvals may require management and budget approval
Travel exceptions are received and must be reviewed 7 days a week
Review monthly travel reports for accuracy and prepare reports for each business unit.
Assist all employees with any travel issues as they arise including Concur access, booking problems and policy questions
Plan and execute company events and offsite meetings for 100+ people. (Includes researching venues, negotiating contracts, food and beverage, logistics)
Global Sales Meeting, President?s Club, Anniversary Party, Mid-year Sales Meeting, Verisk Quarterly Review Meetings, Holiday Party and other events as they arise
Manage internal and external meetings including space acquisition, AV and IT logistics, preparation of presentations (PowerPoint, Excel, and Word), food and beverage, set up and clean up
Address any facilities needs as they may arise, either with property management or with a vendor directly
Follow up on all issues to guarantee completion
Maintain a close working relationship with property management to ensure continuity for office maintenance
Confident, well-organized, self-starter capable of multi-tasking, prioritizing, decision making and working independently with little supervision.
Strong written and verbal communication skills, proficiency in Microsoft Office 2007 including: Microsoft Word, Excel, Outlook and PowerPoint. Ability to type 60wpm.
Experience planning meetings and events for 100+ people.
Positive attitude, ability to adapt to change easily and handle frequent interruptions.
Ability to anticipate the needs of the President/CEO.
Confidentiality and professionalism must be maintained at all times.
Five-Ten years of experience supporting a C-level executive required.
Bachelor?s degree or equivalent experience.
EducationBachelors (or equivalent work experience)
Job TypeFull Time
Years of Experience8-10 Years
||1905 Aston Avenue |
Carlsbad, CA 92008
THIS JOB HAS EXPIRED