Executive Administrator, Office Manager

Job Summary

In this exciting and dynamic role, the Executive Administrator works directly with the Global Head of Private Sales (75%), the Chief Growth Officer (10%) on a variety of projects and tasks, Culver City Office manager (15%). Major duties include preparing, reviewing, and/or editing correspondence; fielding inquiries and responding or delegating as appropriate; scheduling appointments; and arranging travel, in addition to travel for other Senior Leaders and/or VIPs from time to time. The Executive Assistant must possess the ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times.

Competencies

• Attention to Detail - Attends to details and pursues quality in the accomplishment of tasks, regardless of the volume of duties encountered.
• Client/Customer Focus - Provides superior service to both internal and external customers.
• Confidentiality - Maintains a high level of confidentiality in all interactions.
• Communication - Expresses and transmits information with consistency and clarity, with excellent writing skills.
• Organization - Able to create or maintain processes to ensure all relevant information or tools are easily accessible.
• Ownership - Takes pride in the work that is accomplished and understands the function of tasks within the larger picture of the organization. Ensures deadlines are met and work is completed properly.
• Professionalism - Demonstrates professional standards of conduct when governing interactions between individuals in a business environment.
• Resourceful - Responds to difficult situations or workplace requirements by using the available tools and information to support decisions and solutions.
• Time Management - Balances a myriad of tasks; prioritizes duties as needed.

Job Duties

• Prepare, review, and/or edit various forms of correspondence, such as letters, emails, and contracts.
• Act as a first point of contact for inbound inquiries; answer, refer, and/or redirect calls, emails, and/or visitors as required.
• Organize, maintain, and coordinate records and files.
• Prepare travel schedules, book travel arrangements, and make reservations for senior management and executive staff.
• Assist and support the Global Head of Private Sales and Chief Growth Officer with client accounts and relationships.
• Schedule and confirm appointments, meetings, and conferences for the management team and/or clients.
• Carry out background research and present findings.
• Accurately and appropriately file correspondence, invoices, and receipts.
• Plan/coordinate special events, such as holiday parties, client events, and/or staff functions.
• General office management duties (Culver City), including but not limited to:
  • Service, maintenance, and vendor management
  • Office supplies management
  • Utility provider management
  • Plant & garden maintenance
• Other activities as assigned

Job Requirements

• Previous experience supporting an executive is required.
• Event planning experience would be an asset, but not required.
• Excellent communication skills are required, both verbal and written.
• Ability to type 60 words per minute.
• Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint)
• Superior telephone manners and strong interpersonal skills.
• Ability to work individually as well as part of a team.
• Previous experience in a similar role working with HNW individuals/luxury market would be advantageous.
• Working proficiency in a second language French/Italian/German would be an asset.

Work Conditions

• Office environment
• Occasional overtime
• Overnight travel is required regularly; potential for overseas travel as well